Office Administrator / Job File Coordinator

High Prana LLC; Orange (CA); On-site; USD 34,000 - 41,000; Full time

Benefits offered by this job

Paid Time Off

Sick Time

Growth opportunities

Team environment

Job summary

High Prana LLC in Orange, CA is seeking an Office Administrator / Job File Coordinator to join our fast-growing restoration team. This in-person role handles job files from start to finish, validates documentation for insurance carriers, and coordinates with technicians, project managers, and customers.

You will manage data entry in Dash, QuickBooks, and our CRM, schedule inspections and subcontractors, and support daily office operations.

Qualifications

• 2+ years of administrative/coordination experience.
• Excellent organization and attention to detail.
• Strong communication and customer service skills.
• Ability to handle a fast-paced, high-volume workload.

Responsibilities

• Manage and oversee job files from start to finish.
• Review, validate, and upload documentation, photos, and notes.
• Ensure all files meet insurance carrier requirements.
• Monitor job file progress, WIPs, and audit status.
• Coordinate with technicians, project managers, and customers.
• Handle incoming calls and customer communication.
• Schedule jobs, inspections, and subcontractors.
• Perform data entry and system updates (Dash, CRM, QuickBooks).
• Assist with estimates and job file audits.
• Support office operations (supplies, reporting, admin tasks).

Skills

Administrative experience

Attention to detail

Communication skills

Education

High school diploma or equivalent

Tools

Dash

QuickBooks

CRM systems

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Office Administrator / Job File Coordinator

Orange, CA, US

Salary Range: $25.00 To $30.00 Hourly

Office Administrator / Job File Coordinator (Restoration Industry)

Location: In Person Orange, CA
Schedule: Monday–Friday | 7:00 AM – 4:00 PM
Pay:$25–$30/hour (based on experience)

Who We’re Looking For

We’re a fast-growing restoration company seeking a high-performing Office Administrator / Job File Coordinator who thrives in a fast-paced, detail-driven environment.

This is not a typical admin role.

You will play a critical role in managing job files, supporting operations, and ensuring that our documentation meets strict insurance requirements. If you are someone who takes ownership, solves problems independently, and moves quickly without sacrificing accuracy—we want to talk to you.

What You’ll Be Responsible For

Manage and oversee job files from start to finish

Review, validate, and upload documentation, photos, and notes

Ensure all files meet insurance carrier requirements

Monitor job file progress, WIPs, and audit status

Coordinate with technicians, project managers, and customers

Handle incoming calls and customer communication

Schedule jobs, inspections, and subcontractors

Perform data entry and system updates (Dash, CRM, QuickBooks)

Assist with estimates and job file audits

Support office operations (supplies, reporting, admin tasks)

What Success Looks Like in This Role

You stay organized even with multiple jobs active at once

You catch mistakes before they become problems

You move fast but maintain high accuracy

You don’t wait for instructions—you figure things out

You communicate clearly and professionally with both team and customers

Requirements

2+ years of administrative, coordination, or office experience

Excellent organization and attention to detail

Strong communication and customer service skills

Ability to handle fast-paced, high-volume workload

Preferred (Not Required)

Experience in restoration (SERVPRO), construction, or insurance

Familiarity with Dash, QuickBooks, or CRM systems

Experience with job file coordination or estimating

What We Offer

Full-time, stable position (40 hours/week)

Paid Time Off + Sick Time

Growth opportunities within a rapidly expanding company

Supportive, team-oriented environment

Why Join Us?

We’re a growing company that values accountability, efficiency, and teamwork. This is a long‑term opportunity for someone who wants to grow with a company and take ownership of their role.