Administrative File Coordinator - Office Manager Career Track

Barex; Merrifield (VA); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

401(k)

Performance bonus

Advancement opportunities

Paid time off

Parental leave

Training & development

Dental insurance

Monthly team commission and bonus

Job summary

Barex is seeking an Administrative File Coordinator to join our DMV-area team in Fairfax, VA. This full-time, in-office role focuses on handling calls, coordinating job information, maintaining project files, supporting scheduling, and assisting with invoicing and vendor documentation.

You will learn QuickBooks, Copper CRM, and Excel as you support restoration projects and customer communication. We value reliability, organization, and a proactive attitude over formal degrees, offering growth

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.

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

Skills

Strong writing & communication

Organized & detail-oriented

Customer service

Numbers & basic math

Calm under pressure

Self-motivated

Multitasking

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.