Title - Administrative Assistant

Duration - 3 Months (Extendable)

Shift - Days

Mon-Fri 9a-5p phone calls, appointment scheduling, working daily on our GI referral and consult WQ in EPIC. Check in for patients at the front desk.

Provide coverage for other departments when needed. The candidate must have experience working in a medical office setting, has experience in Managed Care insurances and using EMR.

Office Administrator Assistant - SERVPRO Northwest Brooklyn This position will be responsible for the daily coordination and administration of general business activities for the office.

Servpro is a restoration company that assists homeowners and business owners with Water, Fire & Mold damage cleanup and restoration as well as the reconstruction. Qualifications :

• Experience in a reception duties
• Proven ability to independently execute assigned tasks with minimal oversight
• Strong proactive team player with "can do" attitude
• Good quantitative skill set and able to perform routine calculations if needed when associated with department functions
• Ability to maintain an important level of organization
• Good interpersonal skill set.
• Ability to work in a fast paced, and at times, stressful environment

Job Details / Duties :

• Answer phones daily. Takedown information from caller re : the nature of the damage with empathy and patience. Complete the Notice of Loss form and provide it to the Job File Coordinator in the office for processing.
• Communicate and establish a rapport with commercial / residential customers, insurance agents and adjusters
• Support Office Manager and job file coordinator with any tasks that need immediate attention.
• Type up of estimates for clients / insurance adjuster
• Keep track of warehouse equipment inventory and placement at each job. Ensure pick-up of equipment at the end of the job.
• Complete Test Request forms for all flooring, siding, roofing, cabinets, etc. that require testing for mold and replacement
• Request COIs (certificates of insurance) as needed
• Keep Operations manager / Owner updated on production
• Follow-up on all assigned jobs ensuring that customers needs are met
• Resolve problems quickly as they arise
• Perform clerical duties such as copying, scanning, emailing, etc
Benefits :
• 401(k)
• 401(k)
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Schedule :

Monday to Friday 8 : 30- 4 : 30pm

Preferred Experience :

• Administrative experience : 4 years
• Exactimate
• Drybook
• Quickbooks
• Proficient in Excel

Skills / Physical Demands / Competencies This is a role in a fast-paced office environment. Some filing is required which would require the ability to lift files, open filing cabinets, and bending or standing as necessary.

Ability to successfully complete a background check subject to applicable lawEach SERVPRO® Franchise is Independently Owned and Operated.

All employees of a SERVPRO Franchise are hired by, employed by, and under the sole supervision and control of an independently owned and operated Servpro Franchise.

Servpro Franchise employees are not employed by, jointly employed by, agents of or under the supervision or control of Servpro Industries, LLC or Servpro Franchisor, LLC (the Franchisor), in any manner whatsoever.

All Sample Forms provided by Servpro Industries to Servpro Franchises should be reviewed and approved by the Franchise’s attorney for compliance with Federal, State and Local laws.

All Sample Forms are provided for informational purposes and Servpro Franchises may choose whether or not to use them. Compensation : $21.50 per hour

Picture yourself here fulfilling your potential.

At SERVPRO®, you can make a positive difference in people’s lives each and every day! We’re seeking self-motivated, proactive, responsible, and service-oriented teammates to join us in our mission of helping customers in their greatest moments of need by repairing and restoring homes and businesses with an industry-leading level of service.

With nearly 2,000 franchises all over the country, finding exciting and rewarding SERVPRO® career opportunities near you is easy! We look forward to hearing from you.

All employees of a SERVPRO® Franchise are hired by, employed by, and under the sole supervision and control of an independently owned and operated SERVPRO® Franchise.

SERVPRO® Franchise employees are not employed by, jointly employed by, agents of, or under the supervision or control of Servpro Franchisor, LLC, in any manner whatsoever.

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Position Summary

Under guidance, provides a wide range of administrative and secretarial support to senior staff within the department

Job Responsibilities

• Coordinates calendars and schedules appointments and meetings. Prioritizes requests for meetings and coordinates the necessary arrangements for meetings.
• Initiates and prepares written correspondence as needed and based on functional needs.
• Responsible for procurement activities related to goods, services, and / or equipment as needed.
• Responsible for disbursement / reimbursement activities as needed.
• Maintains inventory of supplies, equipment and / or reagents. May order supplies / equipment / reagents as authorized or ensure that needs are escalated appropriately.

Receives supply orders and confirms accuracy of delivery. May assist with cost control.

• Maintains electronic and hard copy files and databases. Maintains integrity of information.
• Answers phones, responds to inquiries and triages calls to appropriate personnel.
• Responsible for travel and conference arrangements. Organizes itinerary, makes appropriate reservations for travel and accommodations.
• Records and distributes meeting minutes.
• Routinely analyzes and evaluates workflows to ensure maximum efficiency.
• Assists with responsibilities associated with professional organizations and external advisory boards and committees, which may include membership renewals, professional certifications, and journal renewals.
• Receives, sorts and distributes mail; accepts and signs for package deliveries.

Education

High School Diploma in related field

Experience

Bachelor's degree is preferred.

Approximately 2 years of related experience providing secretarial support to senior leadership

Knowledge, Skills and Abilities

• Excellent computer skills including good working knowledge of MS office. Ability to learn new computer software and applications.
• Ability to communicate instructions and observations effectively verbally and in writing.

Licenses and Certifications

Working Conditions / Physical Demands

Standard office work

Org. Setting and Reporting Responsibilities

Under the overall guidance of the Chief of the Administrative Section and under the direct supervision of the Associate Administrative Officer, the incumbent is responsible for the following :

Human Resources Management

Assists the supervisor in managing the Unit’s human resources activities, e.g. recruitment, replacement, promotion, performance appraisals, job classification reviews, separation of staff and training etc.

ensuring consistency in the application of UN rules and procedures.

• Initiates, reviews, processes and follows-up on actions related to the job openings in Inspira for the Unit.
• Oversees and keeps track of status of job openings and maintains the case files in electronically for the record.
• Monitors staffing table and prepare relevant statistical data / charts for the Section.
• Reviews applications, prepares draft preliminary evaluations and assists in identifying the shortlist of candidates for further review by the respective Programme Managers.
• Process and / or review the evaluations in Inspira and prepare responses to queries by OHR and Central Review Bodies (CRB) as necessary.

Contract Administration and General Administration

• Assists with the day-to-day administration of contracts between the UN and external contractors for outsourced services.
• Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
• Processes the payment of contractors’ invoices and monitor payments.
• Coordinates extensively with service units and liaises frequently with internal team members of FCAS and the other offices at UN Headquarters
• Drafts various correspondence with regards to information and facility management as assigned.
• Performs other administrative duties as assigned.

Competencies Education

High school diploma or equivalent is required.

Work Experience

A minimum of 7 years of progressive experience in administrative services, finance, accounting, audit, human resources, or related area is required.

Experience in recruitment and selection within an international organization or public institution is required.

Experience using talent management systems such Inspira is desirable.

Experience using Enterprise Resource Planning (ERP) Systems such as SAP is desirable.

Languages

Fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.

Special Notice United Nations Considerations No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING).

THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

Description

As an Administrative Assistant, you will skillfully work with our project management, estimating, and sales departments.

The ideal candidate should be comfortable working in Excel, Word and have excellent customer service skills. We are seeking candidates with strong and positive organization skills to assist with project coordination.

An Administrative Assistant will :

• Greet and assist customers, vendors, and applicants
• Route all telephone calls accordingly
• Assist Department Managers
• Maintain scheduling and event calendars
• Assist in general administrative tasks for Operations, H.R., and Accounting

Qualifications

The ideal candidate will satisfy the following requirements and qualifications :

• High School diploma or GED, and six months to one year related experience
• 1-2 years experience working on construction sites
• Must be able to pass a drug and background screen
• Bilingual : English / Spanish preferred
• Must be proficient in Microsoft Suite - primarily Excel
• Multiline phone experience
• Possess a positive and self-confident phone presence
• Strong verbal and written communication skills
• Ability to multitask while staying organized
• Self-Motivated

Benefits

• Stable employment
• 401K Program with matching
• Medical, Dental and Life benefits
• Advancement opportunities for outstanding performers!

As an EEO / Affirmative Action Employer all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status.