Estimator/Administrative Assistant

ServiceMaster • Full-time • Valley Stream, NY, US • 9m ago

Benefits

401(k) matching
Bonus based on performance
Opportunity for advancement

Position Overview

The Estimator/Administrative Assistant plays a critical role in supporting both estimating and office administration for a restoration company. This position is responsible for preparing accurate Xactimate estimates in accordance with program guidelines and IICRC standards, while also assisting with administrative tasks such as customer communication, payment processing, and general office support.

The ideal candidate is detail-oriented, organized, and capable of operating in a fast-paced environment. A basic construction background-including knowledge of building materials, flooring, and materials affected by wind, water, fire, smoke, and other property damage-is highly beneficial. Xactimate experience is required; candidates without demonstrated Xactimate proficiency will not be considered.

The role requires strong communication, writing, computer skills, and the ability to interface professionally with customers, insurance adjusters, vendors, and team members.

Estimating Responsibilities

Inspect, scope, and document jobs; collaborate with Project Managers, Crew Chiefs, and Technicians on job scope.
Write mitigation and reconstruction estimates using Xactimate and other estimating programs.
Estimate using insurance carrier audit standards and update estimates based on feedback.
Maintain detailed notes and documentation within required operating systems.
Determine labor, equipment, and material costs; prepare accurate quantity takeoffs.
Communicate with insurance companies, adjusters, customers, and team members via phone and email.
Manage estimate files, identify project risks, and address estimate exceptions promptly.
Review quotes and estimates with the construction/project team.
Ensure all required documentation (photos, signatures, notes) is complete.

Administrative & Office Responsibilities

Answer phones, greet visitors, and handle customer inquiries professionally.
Schedule appointments and assist with travel arrangements or expense reports as needed.
Enter new jobs into the ServiceMaster CRM and capture relevant customer/job details.
Operate computers and software including Microsoft Office, Outlook, Excel, and company operating systems.
Follow up with customers regarding work performed and collect payments when necessary.
Assist other departments and support business owners or management with various tasks.
Maintain confidentiality and manage sensitive information securely.
Provide general customer service and administrative support to ensure smooth daily operations.

Job Requirements

High school diploma/GED required
Xactimate experience required; candidates must demonstrate proficiency.
Previous administrative assistant experience preferred but not required
Experience and skill with Microsoft Office application (Word, Outlook, PowerPoint, and Excel) required
Comfortable with using multiple types of software
Strong organizational, time management, verbal, and written communication skills.
Verbal and written communication skills
Dependable and adaptable to operate within a fast-paced work environment
Basic understanding of construction, restoration processes, and building materials strongly preferred.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by associates assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed. The Company reserves the right to modify this description in the future, with or without notice to the employee. This Job Description does not create an employment contract, implied or otherwise, and employment with the Company remains at will. These responsibilities are subject to possible modification to reasonably accommodate individuals with disabilities.

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