Administrative File Coordinator: Path to Office Manager

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

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