Administrative File Coordinator Office Manager Career Track

Barex; Fairfax (VA); On-site; USD 38,000 - 60,000; Full time

Benefits offered by this job

401(k)

Bonus based on performance

Paid time off

Parental leave

Training & development

Monthly team commission

Career advancement opportunities

Job summary

Barex of DMV Fairfax, Virginia is seeking an Administrative File Coordinator for a full-time, in-office role. You will handle calls, lead intake, CRM data, and project coordination to support restoration and accounting tasks.

Training is provided; a strong emphasis on communication, organization, and accuracy. This entry-level opportunity offers growth toward an Office Manager track and career advancement within Barex.

Qualifications

• Recent graduates and entry-level candidates are encouraged to apply.
• Strong writing and professional communication skills.
• Comfortable working with numbers and performing basic math.
• Working knowledge of Microsoft Outlook, Word, and Excel.
• Pride in producing complete, accurate, and professional work.

Responsibilities

• Answer incoming calls and provide a professional, personable customer experience.
• Receive and process new leads and job referrals.
• Communicate with customers, insurance adjusters, vendors, and project managers.
• Coordinate appointments, crews, and job schedules.
• Enter and maintain accurate information in Copper CRM and other systems.
• Monitor active job files and help move projects through each stage.
• Assist with QuickBooks invoicing, payment tracking, and recordkeeping.
• Create and manage purchase orders and vendor documentation.
• Review field documentation for accuracy and completeness.
• Prepare professional emails, reports, spreadsheets, and correspondence.

Skills

Strong writing

Professional communication

Organizational skills

Attention to detail

Numbers and basic math

Multi-tasking

Tools

QuickBooks

Copper CRM

Microsoft Excel

Microsoft Outlook

Microsoft Word

Job description

Benefits

401(k)

Bonus based on performance

Opportunity for advancement

Paid time off

Parental leave

Training & development

Administrative File Coordinator

Office Manager Career Track

Barex of DMV Fairfax, Virginia Full-Time | Monday-Friday | 8:00 AM-5:00 PM | In Office

Benefits

Dental insurance

401(k)

Paid time off

Monthly team commission and bonus opportunities

Extensive paid training

Career advancement opportunities

Build a Career With Barex

Barex of DMV is looking for a personable, organized, and motivated Administrative File Coordinator who wants to develop into an Office Manager position.

This is an excellent opportunity for a recent graduate, an early-career professional, or someone with administrative or customer service experience. A degree or restoration experience is not required. We place greater value on your ability to communicate well, learn quickly, work with numbers, stay organized, and take pride in producing high-quality work.

We are a growing company that genuinely enjoys developing people. We will teach you the systems, processes, and industry knowledge needed to build a strong foundation in office administration, insurance restoration, accounting support, customer communication, and project coordination.

What You Will Learn and Manage

This position provides hands-on experience with the systems and responsibilities commonly managed by an experienced office administrator or office manager. You will learn how to:

Use QuickBooks for invoicing, payments, customer records, and basic accounting support

Work within Copper CRM to manage customers, leads, projects, and follow-up activities

Maintain organized digital job files and work-in-progress reports

Navigate the insurance restoration process

Communicate with customers, adjusters, vendors, and project managers

Manage purchase orders, vendor documents, and material tracking

Review reports, estimates, invoices, and supporting documentation

Build and maintain Microsoft Excel spreadsheets

Coordinate schedules, appointments, and project updates

Prepare professional emails, reports, and customer correspondence

Help move projects from the initial customer call through final closeout

The training and experience provided in this role are intended to prepare the right person for greater responsibility and a future office management position.

Position Overview

The Administrative File Coordinator helps keep our office, customers, and restoration projects moving forward. You will answer incoming calls, coordinate job information, maintain project files, support scheduling, assist with purchase orders, and communicate with customers, insurance representatives, vendors, project managers, and field personnel.

Our office takes tremendous pride in the finished product. Reports should be complete, spreadsheets should be accurate, emails should be professional, and every job file should reflect attention to detail. The ability to write clearly, work confidently with numbers, and finish assignments thoroughly is more important to us than having a specific degree or years of industry experience.

Responsibilities

Answer incoming calls and provide a professional, personable customer experience

Receive and process new leads and job referrals

Communicate with customers, insurance adjusters, vendors, and project managers

Coordinate appointments, crews, and job schedules

Enter and maintain accurate information in Copper CRM and other systems

Monitor active job files and help move projects through each stage

Assist with QuickBooks invoicing, payment tracking, and recordkeeping

Create and manage purchase orders and vendor documentation

Review field documentation for accuracy and completeness

Track missing documents, approvals, estimates, invoices, and payments

Prepare professional emails, reports, spreadsheets, and correspondence

Maintain work-in-progress reports and complete job-file audits

Help ensure customer and insurance requirements are followed

Support job closeout and final documentation

Assist other departments and management as needed

Qualifications

Recent graduates and entry-level candidates are encouraged to apply

Administrative, office, scheduling, customer service, or business experience is helpful

Strong writing and professional communication skills

Comfortable working with numbers and performing basic math

Working knowledge of Microsoft Outlook, Word, and Excel

Strong organization and attention to detail

Pride in producing complete, accurate, and professional work

Comfortable answering phones and communicating with customers

Able to remain calm and professional during stressful situations

Self-motivated, dependable, and willing to take initiative

Able to manage multiple responsibilities in a fast-paced office

Comfortable learning QuickBooks, Copper CRM, and other business software

Restoration, construction, property management, accounting, or insurance experience is a plus but not required

Reliable personal cellphone for work-related communication and authentication applications

Ability to successfully complete a background check, subject to applicable law

Who We’re Looking For

We are looking for a true self-starter and figure-it-outer someone who asks thoughtful questions, learns quickly, follows through, and takes ownership of the final result.

You do not need to know everything when you begin. You do need to be willing to learn, accept feedback, communicate professionally, and care about the quality of your work.