Customer Relations and Administrative Assistant

COAST TO COAST RESTORATION INC is hiring a Customer Relations and Administrative Assistant in Vista, CA. The role involves managing customer communications, scheduling appointments, handling accounts receivable, and supporting administrative tasks. Candidates should possess strong organizational and communication skills, with experience in customer relations preferred. Benefits include 401(k), health insurance, and paid time off. This is a full-time position with normal hours from 8:00 am to 5:00 pm, Monday to Friday.
Benefits:
• 401(k)
• 401(k) matching
• Health insurance
• Paid time off

We are a local home remodeling and restoration company seeking a highly organized and detail-oriented individual to join our team as a Customer Relations and Administrative Assistant. The successful candidate will be the first point of contact for customer communication through various channels such as multi-line phone, email, and Yelp. In addition to managing customer interactions, this role involves coordinating with internal teams, partners, and insurance companies. The candidate will also play a crucial role in administrative tasks, ensuring the smooth flow of operations within the company.

Responsibilities:
• Customer Communication
• Serve as the initial point of contact for customer inquiries via multi-line phone, email, and Yelp.
• Contact leads from partners.
• Appointment Scheduling
• Update and manage the calendar with appointments
• Call and confirm appointments
• Schedule estimators and technicians for mitigation/repairs/custom appointments
• Administrative Tasks
• Maintain software platform with all new jobs and import documents to keep files up to date.
• Coordinate with the mitigation team when scheduling technicians for appointments.
• Handle accounts receivable for repairs and mitigation, including processing client payments and billing.
• Financial Coordination
• Coordinate pick up of payment with Project Managers via email for progress payments.
• Maintain many files and ensure the organization of accounts receivable for the mitigation department.
• Establish frequent contact with insurance companies to check on the status of payments.
• Submit billing documentation to insurance when necessary.
• Documentation and File Management
• Create new customer files upon signing of new jobs using designated platform.
• Keep customer files up to date with necessary documents.
• File receipts and customer documents efficiently.
• Project and Administrative Support
• Create folders for Project Managers for each assigned job.
• Keep the Active Job Project Manager board up to date.
• Support estimators with contract creation and management.
• Supporting other office personnel with tasks/projects
• Social Media Marketing:
• Take responsibility for social media marketing on platforms such as Instagram, Yelp, and Kitchen & Bath Association page.
• Keep various social media platforms up to date with creative posts to engage current and prospective clients.

Qualifications:
• Strong organizational skills and attention to detail.
• Excellent communication skills.
• Ability to multitask and prioritize effectively.
• Proficiency in using tools such as Basecamp, SignNow, MICA, Adobe, and Brightserv.
• Familiarity with social media platforms for marketing purposes.
• Experience in accounts receivable and customer relations is preferred.
• Experience in Reconstruction and Mitigation/Remediation is preferred but not required.
Status
• Full Time
Time of Work:
• Normal hours of work are 8:00 am to 5:00pm, Monday-Friday

If you are a proactive and organized individual with a passion for customer relations and administrative excellence, we encourage you to apply for this exciting opportunity.