Administrative Assistant/Job File Coordinator

Servpro; Alexandria (VA); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Competitive pay

Paid training

Benefits

Career growth

Professional development

Team environment

Restoration/insurance experience

Job summary

SERVPRO Team Warnecki in Alexandria, VA is seeking a dependable Job File Coordinator to maintain precise documentation and support daily operations in-office. You will collaborate with customers, project managers, field teams, and insurance reps to keep restoration projects moving smoothly from start to finish.

The role emphasizes organization, attention to detail, and proactive communication. Ideal candidates bring administrative experience, proficiency with MS Office, and a commitment to

Qualifications

• At least 1 year of administrative, office, or related experience.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Outlook, Word, and Excel.
• Ability to manage multiple priorities and meet deadlines.
• Work independently and collaboratively.
• Reliable with problem-solving and accuracy.
• Personal cell phone access for work communication and MFA during work hours.

Responsibilities

• Create, maintain, and organize accurate job files.
• Review documentation for completeness, accuracy, and compliance.
• Monitor job statuses, deadlines, and outstanding paperwork.
• Assist with estimates, document uploads, and job close-out.
• Receive and dispatch service requests and referrals.
• Coordinate schedules with project managers and field teams.
• Maintain digital records and prepare reports.
• Follow up on missing information and resolve documentation issues.
• Support daily office operations as needed.

Skills

Administrative skills

Customer service

Organization

Communication

MS Outlook

MS Word

MS Excel

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

Benefits

• Health insurance
• Paid time off
• Dental insurance

Job File Coordinator

SERVPRO Team Warnecki | Alexandria, VA
Location: 113 Clermont Ave, Alexandria, VA 22304
Employment Type: Full-Time | In-Office
Schedule: Monday–Friday, 8:00 AM–5:00 PM

About the Role

SERVPRO Team Warnecki is seeking a dependable, organized, and detail-oriented Job File Coordinator to keep restoration projects on track, maintain accurate documentation, and support daily operations.

You’ll work closely with customers, project managers, field teams, and insurance representatives to ensure jobs progress efficiently from start to finish.

What We Offer

• Competitive compensation
• Paid training and ongoing support
• Employee benefits
• Career advancement opportunities
• Professional development
• Supportive, team-oriented environment
• Experience in the restoration and insurance industries

Key Responsibilities

Job File Management & Quality Control

• Create, maintain, and organize accurate job files.
• Review documentation for completeness, accuracy, and compliance.
• Monitor job statuses, deadlines, and outstanding paperwork.
• Conduct daily file reviews, audits, and follow-ups.
• Assist with estimates, document uploads, and job close-out.

Project Coordination & Administrative Support

• Receive and dispatch service requests and job referrals.
• Coordinate schedules with project managers and field teams.
• Maintain accurate digital records and prepare reports.
• Follow up on missing information and resolve documentation issues.
• Support daily office operations as needed.

Communication & Customer Service

• Communicate professionally with customers, insurance adjusters, and internal teams.
• Provide project updates and follow up on outstanding items.
• Respond to customer inquiries with patience and professionalism, including in stressful situations.

Qualifications

Required

• At least 1 year of administrative, office, customer service, or related experience.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Proficiency in Microsoft Outlook, Word, and Excel.
• Comfort with technology, digital records, and learning new software.
• Ability to work independently and collaboratively.
• Dependability, initiative, and a commitment to accuracy.
• Professional problem-solving skills and a positive attitude.
• Reliable personal cell phone access for work-related communication and multi-factor authentication during work hours.

Preferred

• Experience in restoration, construction, insurance, or a related industry.
• Experience with scheduling, job file management, or quality assurance.
• Familiarity with Xactimate or restoration management software.

No restoration experience? No problem!

We're willing to train the right candidate with strong administrative skills and a willingness to learn.

You’ll Thrive Here If You

• Take initiative and follow through without constant reminders.
• Catch errors and identify missing information.
• Stay organized in a fast-paced environment.
• Communicate confidently with different teams.
• Adapt to changing priorities and enjoy learning new skills.

Join SERVPRO Team Warnecki and help make property damage "Like it never even happened.®"

Each SERVPRO® franchise is independently owned and operated. Franchise employees are hired by, employed by, and under the sole supervision and control of the independently owned and operated franchise. They are not employed by, employed by, and under the sole supervision and control of the independently owned and operated franchise. They are not employed by, jointly employed by, or under the supervision or control of Servpro Industries, Inc., the franchisor.