Administrative Assistant / Office Administrator

Administrative Assistant / Office Administrator

TriStone Restoration

Tucson, Arizona

$18-$22 per hour (DOE)
Full-Time | Monday-Friday

About Us

We are a high-quality general contractor specializing in residential and commercial property restoration and remodeling services. Our team provides emergency restoration services for water damage, mold remediation, fire and smoke damage, sewage cleanup, and general repairs. We are committed to delivering exceptional service and helping our customers recover quickly from property disasters.

Due to seasonal fluctuations in demand, we experience periods of high-volume activity, particularly during the summer months. We are seeking a dependable, organized, and customer-focused Administrative Assistant to join our team and help support our growing business.

Position Summary

The Administrative Assistant serves as the first point of contact for our customers and plays a vital role in the day-to-day operations of the office. This position requires outstanding customer service skills, strong attention to detail, proficiency with computer software, and the ability to thrive in a fast-paced environment.

The ideal candidate is a quick learner who takes ownership of their work, demonstrates a strong work ethic, and approaches challenges with professionalism and accountability. Bilingual Spanish-speaking candidates are strongly encouraged to apply.

Key Responsibilities

Reception & Customer Service

• Answer incoming phone calls and provide exceptional customer service.
• Greet customers, vendors, and visitors in a professional and friendly manner.
• Schedule appointments and route inquiries appropriately.

Accounts Receivable Support

• Prepare and send invoices, statements, and customer correspondence.
• Assist with collection and follow-up activities as needed.

Accounts Payable Support

• Process vendor invoices and receipts.
• Enter and maintain financial records using QuickBooks.
• Assist with invoice reconciliation and payment tracking.

Customer Support

• Prepare and distribute customer welcome packages.
• Process project closeout documentation and customer communications.

Business Operations Support

• Monitor and reconcile company charge accounts.
• Prepare outgoing shipments and mail.
• Maintain electronic and paper filing systems.
• Ensure accurate organization of company records and documentation.

Subcontractor Administration

• Maintain subcontractor documentation, including W-9 forms, Certificates of Insurance (COIs), and contract records.
• Track and update subcontractor compliance documentation.

Additional Duties

• Perform other administrative and office support tasks as assigned to support business operations.

Qualifications

• Previous administrative, office assistant, receptionist, or customer service experience preferred.
• Proficiency with Microsoft Office and general computer software applications.
• Experience with QuickBooks preferred.
• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Ability to work independently and as part of a team.
• High attention to detail and accuracy.
• Ability to learn new systems and processes quickly.
• Strong sense of accountability, professionalism, and ownership.
• Bilingual Spanish/English skills are a significant plus.

What We're Looking For

• Positive and professional attitude.
• Dependable and punctual.
• Excellent customer service skills.
• Ability to remain calm and organized during busy periods.
• Strong work ethic and commitment to quality.
• Team player who is willing to assist where needed.

We offer the opportunity to work with a respected restoration and remodeling company in a supportive team environment where your contributions directly impact the business's success.

Pay: $18.00 - $22.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person