Operations Coordinator

Key Responsibilities

- Perform high-volume data entry with exceptional accuracy.

- Speak with insurance companies to check the status of insurance claims.

- Add and update customer and job information in our CRM/Job Management System (Restoration Manager).

- Create, review, and update estimates using Xactimate.

- Track, reconcile, and maintain sales expenses.

- Maintain accurate records across multiple systems and databases.

- Review work carefully to identify and correct errors before submission.

- Organize and maintain digital files, records, and documentation.

- Handle multiple administrative tasks simultaneously while meeting deadlines.

- Follow established processes while proactively identifying opportunities for improvement.

- Communicate clearly and professionally with internal team members.

- Maintain confidentiality and handle sensitive information responsibly.

- Complete assigned tasks independently with minimal supervision.

- Learn new systems and workflows quickly.

Requirements
Required Qualifications

- Minimum 5 years of Virtual Assistant experience, preferably supporting a US-based company.

- Proven experience in administrative support and high-volume data entry.

- Excellent written and spoken English with strong professional communication skills.

- Exceptional attention to detail with a demonstrated record of accuracy.

- Strong organizational and time management skills.

- Excellent multitasking abilities in a fast-paced environment.

- Comfortable using Microsoft Excel for tracking, reporting, and data management.

- Ability to prioritize work effectively and consistently meet deadlines.

- Self-motivated, resourceful, and capable of working independently.

- Strong problem-solving skills and ability to learn new processes quickly.

- High level of professionalism, accountability, and reliability.

Preferred Qualifications

- Experience using Xactimate is a strong advantage.

- Experience with Restoration Manager () or similar CRM/Job Management software.

- Experience supporting insurance restoration, construction, or property claims businesses.

- Familiarity with CRM systems, spreadsheets, and cloud-based business applications.

- Experience documenting processes and following Standard Operating Procedures (SOPs).

Technical Requirements

- Reliable high-speed internet connection with minimal downtime.

- Dedicated workspace suitable for full-time remote work.

- Reliable computer capable of handling multiple applications simultaneously.

- Backup internet solution

- Ability to maintain consistent working hours with excellent attendance.

What We're Looking For
The ideal candidate is someone who:

- Produces consistently accurate work with virtually no errors.

- Learns new systems quickly and requires minimal training.

- Can hit the ground running with little onboarding.

- Takes ownership of responsibilities without constant follow-up.

- Is proactive rather than reactive.

- Pays close attention to even the smallest details.

- Communicates promptly and professionally.

- Is dependable, punctual, and maintains excellent attendance.

- Can be trusted to manage responsibilities independently.

Success in This Role
Successful candidates will:

- Consistently maintain a high level of accuracy.

- Complete work efficiently with minimal supervision.

- Demonstrate excellent judgment and initiative.

- Meet deadlines consistently.

- Communicate proactively if issues arise.

- Become a trusted, long-term member of the team.

Non-Negotiable Requirements

- 5+ years of Virtual Assistant experience.

- Experience supporting a US-based company

- Excellent written and spoken English.

- Exceptional attention to detail.

- Strong data entry background.

- Comfortable communicating with insurance companies.

- Proficiency with Microsoft Excel.

- Xactimate experience is a strong advantage.

- Ability to multitask effectively.

- Self-motivated and highly reliable.

- Comfortable working