Report Writer Admin

Report Writer Admin – Job Description

Position Overview

The Report Writer Admin provides administrative support to the Report Writing team to ensure the timely delivery of results, reports, and invoices to clients. This role is responsible for managing incoming laboratory data, preparing immediate result communications, and responding to insurance, contractor, and homeowner emails. The position requires strong organizational skills, attention to detail, and the ability to perform repetitive tasks with accuracy and urgency to support fast turnaround times.

Key Responsibilities

Primary Duties

• Lab Results Management: Monitor incoming lab results received via email, save them promptly to the correct project folders, and ensure proper labeling and organization.
• Verbal Results Communication: Prepare and send “verbs” (summary emails to clients communicating test results) immediately after results are received, prior to the finalized report being issued.
• Email Filtering: Respond to emails from insurance, contractors, and homeowners by directing questions to the correct team member to facilitate an accurate and timely response.

Secondary Duties

• Assist the Report Writing team with additional administrative tasks as needed, such as file organization, document preparation, or follow-up communication.
• Provide general support to reduce bottlenecks and improve turnaround times on client deliverables.
• Assist the Report Writing team with generating invoices for completed reports.

Cross-Training & Coverage

• Cross-train in Project Coordinator Admin responsibilities to provide temporary coverage when the Project Coordinator Admin is out.
• Coverage duties are limited to basic functions necessary to maintain workflow continuity and are not part of the primary role scope.

Qualifications

• Experience: Prior administrative, data entry, or client communication experience required; experience in environmental consulting or a technical services field is a plus.
• Skills:
  • Strong organizational and time-management skills with the ability to handle multiple tasks under deadlines.
  • Excellent written communication skills for client-facing result emails.
  • High attention to detail to ensure accuracy when saving files, issuing invoices, and distributing reports.
  • Proficiency in Microsoft Office, Teams, and cloud-based file/document systems.
• Other: Reliability and urgency are critical to ensuring clients receive timely communications and reports.

Position Type & Reporting

• Position: Full-time, non-exempt
• Reports To: Report Writing Manager / Operations Manager