Position Summary
Paul Davis Restoration, Inc. is a national franchise organization that provides property damage emergency services, restoration and reconstruction services for residential and commercial properties due to water, fire, mold, storm and other disasters. The Paul Davis Network is made up of more than 350 franchises and Company Owned Operations across the US and Canada. Since 1966, we have helped more than 2 million property owners restore their properties and lives. Paul Davis Restoration, Inc. is owned by First Service Corporation, a global leader in the rapidly growing real estate services sector. [More information about Paul Davis can be found at www.PaulDavis.com]
The Executive Assistant will be working directly with the General Manager, Department Managers, and PDO Human Resources Generalist. The Executive Assistant will provide high-level administrative support to Company Executives and PDO Legal and Compliance Department by handling information requests and performing clerical and administrative functions.
Essential Duties/Responsibilities
Answer and screen incoming calls.
Assist with intake for mitigation and reconstruction departments
Administration for 3rd party insurance companies
Completion of insurance program renewal forms
Mail letters and communications
Management of executive calendars
Creation of memos for executive management
Completion of Department meeting minutes
Coordinate meeting and event arrangements
Coordinate travel arrangements
Assist Human Resources Department with administration functions
Complete New Hire Orientations
Complete New Hire Packets with new employees
Communicate employee relation questions to PDO Human Resources Generalist
Assist the PDO Corporate Recruiter with the scheduling of interviews for General Managers and Department Managers.
Maintain employee personnel files, medical files, and i9 files
Maintain company cell phones, program company cell phones
Maintain and program building key cards
Liaison for company uniform company
Order business cards for all departments
Report vehicle accidents to insurance company
Maintain vehicle files
Complete weekly social media posts
Update and maintain company website
Input lead generation into our main marketing site, PD Connect
Complete documentation for press releases
Assist in planning and execution of marketing events
Attend and promote the company during marketing events
Competency – Knowledge, Skills and Abilities:
Knowledge of Microsoft Office applications (Outlook, Word, Excel)
Customer Service Skills
Communication skills
Typing skills
Administration skills
Ability to learn and operate our primary operating systems: RMS, Xactimate, TSheets, PDConnect, Contractor Connection, ADP, SharePoint, and One Drive
Ability to create documents
Ability to answer and communicate with customers over the phone
Ability to work office equipment (fax, scanner, printer, phone system, computers)
Ability to work independently
Stress Management and Composure
Maintain a level of confidentiality
Required Education and Experience
High School Diploma or GED required
Vocational courses, college courses or certification(s) in office administration or office management preferred
Three plus years’ experience in an Administrative position