Reception and Administrative Assistant

We are seeking a reliable, organized, and customer-focused individual to join our team as an Administrative Assistant / Back up Receptionist. This role provides front desk coverage when needed while supporting our estimating team with administrative tasks, including the preparation and management of Xactimate files. The ideal candidate is detail-oriented, professional, and able to manage multiple priorities in a fast-paced environment.

Key Responsibilities:

Administrative Duties

Create, update, and maintain Xactimate files and documentation.

Enter data accurately and maintain electronic and paper filing systems.

Assist with preparing estimates, reports, invoices, and other administrative documents.

Coordinate documentation with project managers, estimators, insurance adjusters, and customers.

Monitor email correspondence and respond to inquiries in a timely manner.

Support the office team with general administrative tasks and special projects.

Reception Duties

Provide backup reception coverage, including answering and directing incoming phone calls.

Welcome and assist clients, customers, and visitors in a professional manner.

Manage incoming and outgoing mail, courier deliveries, and general office correspondence.

Maintain a clean, organized, and welcoming reception area.

Assist with scheduling appointments and coordinating calendars as required.

Qualifications

Previous administrative or receptionist experience preferred.

Experience with Xactimate is an asset; training may be provided for the right candidate.

Strong computer skills, including Microsoft Office (Word, Excel, Outlook).

Excellent verbal and written communication skills.

Strong organizational skills with exceptional attention to detail.

Ability to prioritize tasks and work independently.

Professional, dependable, and customer-service oriented.