United Water Restoration Group is looking for an administrative assistant to join our Daytona team. This person will work to support the daily operations of the office.

The ideal candidate is a high-energy individual with excellent organizational skills, strong attention to detail, and the ability to communicate effectively in both written and verbal communications.
 

Job Title:

 Office Administrator

Reports To: Branch Manager / General Manager

Location: Daytona

Department: Operations

Compensation: $18–$25/hour (based on experience)

Bonus Eligibility: Performance-based bonus structure tied to KPIs (e.g., billing time, collection %)

Position Summary:

The Office Administrator is the central hub of the branch. This role supports daily operations by managing job documentation, coordinating communication between departments, assisting with billing, and ensuring timely client follow-up. In a fast-paced restoration environment, this person helps keep the branch organized, efficient, and on track for profitable performance.

Key Responsibilities:

Job Documentation & Compliance

• Ensure all jobs are properly opened in CRM/software with required information
• Upload and organize daily job documentation, photos, moisture logs, and estimates
• Verify job files meet compliance standards before closing

Billing & Collections Support

• Prepare and send invoices promptly after job completion
• Track insurance paperwork and ensure adjuster documents are received
• Follow up on outstanding receivables with clients and insurance contacts
• Maintain aging report and escalate collection issues when needed

Communication & Scheduling

• Coordinate calls between clients, technicians, and adjusters
• Confirm scheduled jobs and update the production calendar
• Relay job details and updates between field and office teams

Administrative Support

• Assist the Branch Manager and PMs with reporting, follow-ups, and file organization
• Maintain office supplies, documents, and internal tracking systems
• Submit purchase orders, vendor invoices, and timecards as needed

KPI Tracking & Reporting

• Help track and report on key performance indicators, including:
  • Billing cycle time (Job Completion → Invoice Sent)
  • Job file completeness
  • Collection percentage
  • Tech schedule coverage
• Ensure data is updated and ready for weekly/bi-weekly team meetings

Qualifications:

• 2+ years of experience in an administrative, customer service, or office coordinator role (restoration or construction preferred)
• Strong communication and organizational skills
• Proficient in Microsoft Office Suite, CRM software (e.g., DASH, PSA, JobNimbus)
• Ability to multitask and work in a fast-paced environment
• Familiarity with insurance billing, Xactimate, or restoration documentation is a plus

Success Metrics:

• 90%+ of invoices sent within 48 hours of job completion
• Less than 5% of jobs with missing documentation
• 95%+ accuracy on client/job file data
• Aging report kept within target (e.g., <15% over 30 days)

Compensation & Benefits:

• Salary
• Benefits include: Health, Vision, Dental, Paid Vacation and Paid Holidays