Administrative Assistant/Job File Coordinator

SERVPRO of Vacaville / Dixon; Alexandria (VA); On-site; USD 23,000 - 28,000; Full time

Benefits offered by this job

Health insurance

Paid time off

Dental insurance

Competitive compensation

Paid training and ongoing support

Employee benefits

Career advancement opportunities

Professional development

Supportive, team-oriented environment

Experience in restoration andinsurance

Job summary

SERVPRO Team Warnecki in Alexandria, VA is seeking a dependable Job File Coordinator to keep restoration projects on track, maintain documentation, and support daily operations. You will collaborate with customers, project managers, field teams, and insurance representatives to ensure smooth progress from start to finish.

Ideal candidates have strong administrative skills, attention to detail, and the ability to manage multiple tasks.

Qualifications

• 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.

Responsibilities

• 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.
• 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.
• 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.

Skills

Administrative experience

Organizational skills

Written communication

Verbal communication

Multitasking

Attention to detail

Dependability

Initiative

Problem solving

Phone/comms with MFA

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.

Compensation: $17.00 - $20.00 per hour

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Picture yourself here fulfilling your potential.

At SERVPRO®, you can make a positive difference in people’s lives each and every day! We’re seeking self-motivated, proactive, responsible, and service-oriented teammates to join us in our mission of helping customers in their greatest moments of need by repairing and restoring homes and businesses with an industry-leading level of service. With nearly 2,000 franchises all over the country, finding exciting and rewarding SERVPRO® career opportunities near you is easy! We look forward to hearing from you.

All employees of a SERVPRO® Franchise are hired by, employed by, and under the sole supervision and control of an independently owned and operated SERVPRO® Franchise. SERVPRO® Franchise employees are not employed by, jointly employed by, agents of, or under the supervision or control of Servpro Franchisor, LLC, in any manner whatsoever.