Duration: Approximately 1–3 months (with possibility of extension)
Purpose
Provide administrative, customer service, and operational support to Moderno Restoration Inc. during a temporary staffing transition period. The successful candidate will assist with daily office operations, client communications, scheduling, document management, and project coordination to ensure uninterrupted service delivery.
Responsibilities
Customer Service & Communications
- Answer incoming telephone calls and direct inquiries appropriately.
- Monitor and respond to emails received through general company inboxes.
- Create and maintain customer records.
- Follow up with clients regarding service requests, quotations, work authorizations, and scheduling.
Project Coordination
- Create and update jobs within JobTread.
- Coordinate technician schedules and service appointments.
- Track job progress and maintain accurate project records.
- Assist with obtaining quotations from suppliers and subcontractors.
- Follow up on outstanding approvals, purchase orders, and project documentation.
Administrative Support
- Prepare work orders, service reports, quotations, and invoices.
- Maintain digital filing systems and project documentation.
- Process incoming and outgoing correspondence.
- Assist with data entry and report preparation.
Accounting Support
- Assist with invoice preparation and distribution.
- Follow up on overdue accounts receivable.
- Organize supplier invoices and supporting documentation for bookkeeping purposes.
- Assist management with administrative accounting tasks as required.
AI & Systems Support
- Utilize company software platforms, including JobTread, Microsoft Office, and AI-based administrative tools.
- Assist with maintaining and updating company templates, forms, and workflows.
- Generate daily operational summaries and status reports using company systems.
Qualifications
- Minimum 2 years of experience in an administrative, dispatch, customer service, or project coordination role.
- Strong computer skills, including Microsoft Outlook, Word, Excel, and cloud-based software platforms.
- Excellent verbal and written communication skills.
- Ability to multitask in a fast-paced environment.
- Experience in construction, restoration, property management, or field services is considered an asset.
Performance Expectations
- Maintain professional communication with clients, vendors, and employees.
- Ensure all incoming inquiries are acknowledged and addressed promptly.
- Keep job files and project information current and organized.
- Support field operations by ensuring accurate and timely administrative coordination.
- Escalate urgent issues to management when necessary.
Reporting Structure
The Temporary Administrative Assistant will report directly to the President and management team of Moderno Restoration Inc. and will work closely with project managers, field technicians, subcontractors, and clients to support daily operations.
Pay: From $20.00 per hour
Benefits:
Work Location: In person
