About the company
Since 1975, the company has built a reputation for excellence in the construction industry. What started as a small, family-run home builder has grown into a dynamic, multi-division company with a team of 50+ dedicated professionals across 7 thriving office locations. Our long-standing success is driven by a commitment to quality, innovation, and a collaborative team culture — and we’re looking for passionate individuals to help shape the next chapter of our story.
We specialize in Property Damage & Restoration, Emergency Restoration Services, Luxury Homes, Commercial & Institutional Construction.
We take pride in delivering fast, respectful, and reliable service, always aiming to go above and beyond for our clients and industry partners. Every project we handle reflects our dedication to top-tier workmanship and attention to detail. Our consistent results and strong reputation distinguish us in the field. We are seeking individuals who are equally committed to excellence, professionalism, and outstanding customer care.
RESPONSABILITIES
As an Administrative Assistant, your primary responsibilities will include:
a) Reception
- Answer all incoming phone calls within two (2) rings, using a professional and courteous manner.
- Monitor calls on hold as required.
- Direct inquiries to the appropriate staff members
- Respond to general information requests accurately and efficiently
- Greet and assist all visitors in a professional and friendly manner
b) Office Administration
- Receive, sort, and distribute courier deliveries to appropriate personnel
- Schedule appointments, meetings, and job assignments
- Prepare and submit flooring and siding validations, record in file management and insurance systems
- Maintain accurate client and job records through data entry
- Organize and maintain digital and physical filing systems
- Prepare documents, reports, and internal communications
- Intake new claims from all communication channels
- Communicate with insurance adjusters regarding claims and documentation
- Track claim status and perform timely follow-ups
- Ensure all documentation meets company and insurance standards
- Review files for accuracy and completeness prior to submission
- Manage authorizations, work orders, and customer agreements
- Create and update job files in company software systems
- Set up new claim files and record information across all file management and accounting systems
- Verify that receipts and invoices are properly coded, approved, and ready for data entry
- Provide administrative and secretarial support to management and staff
- Track payments and outstanding invoices
- Support estimators by organizing documentation and job-related inputs
- Perform general office duties, including filing and record maintenance
REQUIREMENTS:
To be considered for the Administrative Assistant position, you must have:
- Minimum of 1-3 years of experience with administrative tasks and responsibilities
- Post secondary education is required. Business or related education is preferred
- Bondable
- Excellent analytical skills and a strong accountability mindset
- Fluent in English (spoken and written)
- Good communication, multi-tasking, organization, critical thinking, attention to detail and problem-solving skills
- People’s skills - must be able to remain calm and resolve difficult situations.
- Strong computer skills with the ability to learn new software quickly
- Knowledge and experience of computer and technology skills (Email, Excel, MS Word, Outlook)
- Preferable knowledge in the restoration industry
- Preferable knowledge of XactAnalysis, Encircle, PSA.
- Take initiative in resolving client concerns with professionalism, urgency, and care, ensuring customer satisfaction throughout the process.
QUALIFICATIONS:
To be considered for the Administrative Assistant role, you should have:
- Ability to make quick, informed decisions under pressure
- A collaborative, proactive approach to working with teams across departments
- Accountability to ensure the highest standards are maintained in every project
- Strong organizational skills to coordinate multiple tasks in high-stakes situations
- Critical thinking and a proactive, accountability-driven mindset
- A willingness to understand the operations of the business
- A collaborative and team-oriented approach
- A desire to grow, learn, and apply new skills
- Has a customer-driven mindset, ensuring that clients are fully supported
- Ensure own behavior and the behavior of others is consistent with ethical standards and aligns with the values of Refined Restoration Group
- Speak, listen, and write in a clear, thorough, and timely manner using appropriate and effective communication tools and techniques.
- Understand and respond to the needs of internal and external clients to meet or exceed their expectations within Refined Restoration Group parameters.
BENEFITS:
- On-site parking
- Extended health care
- Dental care
- Annual performance bonus
- Opportunities for career growth and certification assistance
- On-the-job training and professional development support
PAYMENT:
The pay is flexible according to the experience and skills set. Can be readjusted after 3 months.
RECRUITMENT PROCESS:
The recruitment process will include:
- First Interview with the Manager and skills assessment if needed
- Final Interview with the Chief Executive Officer of the Group
HOW TO APPLY
To apply, please submit your application via Indeed. For other inquiries, please email [email protected]. We thank all applicants for their interest in joining our team! At this time, only candidates who have been selected for an interview will be contacted. We look forward to reviewing your application and discussing how you can be part of our team!
Pay: $45,000.00-$55,000.00 per year
Benefits:
- Casual dress
- Dental care
- Extended health care
- On-site parking
Application question(s):
- What is your skill level on Microsoft Office Word ? (basic, intermediary or advanced)
- What is your skill level on Microsoft Office Excel? (basic, intermediary or advanced)
- What is your skill level on Microsoft Office Outlook? (basic, intermediary or advanced)
Education:
Experience:
- Administrative: 2 years (required)
Work Location: In person
