Office Assistant

About Us

ServiceMaster by GBS is a trusted leader in restoration and cleaning services, helping homes and businesses recover from water, fire, and mold damage. We pride ourselves on professionalism, quality, and compassion in every job.

We're looking for an Office Assistant & Marketing Coordinator to be the backbone of our office — someone who ensures jobs run smoothly, files stay organized, customers are informed, and marketing efforts are executed effectively. This is a full-time, on-site position supporting the owner and daily business operations.

Position Overview

This is a hands-on role focused on both administrative excellence and marketing coordination. You'll manage office functions, QuickBooks, documentation, and communication while also helping build and maintain our company's brand through social media, community engagement, and marketing initiatives.

We're looking for someone who is organized, tech-savvy, creative, and proactive — ideally with experience in the restoration, construction, or insurance industry.

Key Responsibilities

Office Administration & Operations

• Keep job files organized, complete, and compliant with insurance and company standards
• Track project milestones, change orders, permits, and authorizations
• Communicate with customers, insurance adjusters, and vendors to keep everyone updated
• Support project managers and technicians with scheduling, budgeting, and billing
• Manage QuickBooks for invoicing, payments, and expense tracking
• Maintain accurate documentation and prepare files for billing and audits
• Coordinate supply orders and maintain office organization

Marketing & Business Development

• Create, schedule, and manage content for social media (Facebook, Instagram, LinkedIn, etc.)
• Design and update marketing materials using Adobe Suite or Canva
• Research and coordinate community marketing, networking, and event opportunities
• Maintain CRM and assist with lead follow-ups and customer communication
• Help manage online presence (Google Business, reviews, email campaigns, etc.)

Technology & Communication

• Use Microsoft Office Suite for reports, correspondence, and presentations
• Confidently learn and utilize new software and digital tools
• Conduct research to support business decisions, vendors, and marketing strategies

What We're Looking For

• Experience in restoration, construction, or insurance claims
• Proficiency in QuickBooks, Microsoft Office, and Adobe Creative Suite (or Canva)
• Strong organizational and multitasking abilities
• Excellent communication and customer service skills
• Detail-oriented, dependable, and able to work in a fast-paced environment
• Tech-savvy with a proactive, problem-solving mindset

Preferred Qualifications

• Experience with restoration management software (Xactimate, PSA, Dash, etc.)
• Knowledge of SEO, Google Business, and digital marketing tools
• Previous experience in an administrative or marketing role in a service-based business

Job Type: Full-time

Pay: $65, $85,000.00 per year

Benefits:

• Health insurance
• Paid time off
• Professional development assistance

People with a criminal record are encouraged to apply

Education:

• Bachelor's (Required)

Experience:

• B2B Sales: 2 years (Required)
• B2B marketing: 2 years (Required)

Ability to Commute:

• Valley Stream, NY Required)

Work Location: In person