Office Manager

iicrc-careers

Alexandria (VA)

On-site

USD 52,000 - 76,000

Full time

14 days+

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Benefits offered by this job

Health insurance

Paid time off

Parental leave

Training & development

401(k)

Professional development assistance

Referral program

Job summary

SERVPRO of Springfield/Mt. Vernon- Swift Restoration is seeking an experienced Office Manager to oversee administration for the restoration and mitigation projects, handling intake through final billing.

The role demands a strong grasp of insurance claims, TPAs, and carrier requirements, with a fast-paced, detail-oriented approach. The candidate should manage documentation, coordinate with insurance professionals, and ensure timely billing while maintaining accurate job files and compliance

Qualifications

3+ years of restoration or mitigation industry experience.
Experience with insurance companies and claims adjusters.
Experience with TPAs such as Contractor Connection, Alacrity, Sedgwick, Encircle, or similar programs.
Experience navigating TPA portals and meeting program requirements.
Experience with Xactimate and/or Symbility/Cotality.
Strong organizational and time-management skills.
Excellent written and verbal communication skills.
Ability to manage multiple jobs and priorities in a fast-paced environment.
Proficiency with Microsoft Office and common business software.

Responsibilities

Oversee daily office operations for the mitigation department.
Manage and monitor restoration jobs from initial assignment through completion.
Work directly with insurance companies, adjusters, TPAs, and program managers.
Manage TPA portals, assignments, documentation, deadlines, and compliance requirements.
Review and maintain accurate job files and ensure required documentation is completed.
Assist with insurance claim coordination and follow-up.
Review estimates, invoices, and supporting documentation for accuracy.
Coordinate with Project Managers, Production Teams, Estimators, and Accounting.
Track outstanding estimates, supplements, approvals, invoices, and payments.
Communicate professionally with homeowners, adjusters, insurance carriers, and vendors.
Monitor accounts receivable and follow up on outstanding insurance and customer payments.
Ensure jobs meet TPA and insurance carrier documentation requirements.
Maintain accurate records and ensure company processes and procedures are followed.
Identify administrative issues that may delay projects, billing, or payment and take corrective action.
Assist management with reporting, scheduling, production tracking, and other operational needs.

Skills

Restoration industry experience

Insurance claims coordination

TPA portal navigation

Xactimate

Symbility/Cotality

Communication skills

Microsoft Office

Education

IICRC certifications (WRT/ASD/FSRT/AMRT)

Tools

Docusketch

Encircle

DASH

JobTrack

Job description

OFFICE MANAGER – RESTORATION & MITIGATION

Location: 5701 General Washington Dr., Suite O, Alexandria, VA 22312

Company: SERVPRO of Springfield/Mt. Vernon- Swift Restoration

Employment Type: Full-Time

ABOUT THE POSITION

We are seeking an experienced Office Manager to join our growing restoration and mitigation company. The ideal candidate will have hands‑on experience in the restoration industry and a strong understanding of the insurance claims process, Third-Party Administrators (TPAs), and insurance carrier requirements.

This is not a traditional office management position. We are looking for someone who understands the fast‑paced nature of water, fire, mold, and other property damage restoration projects and can effectively manage the administrative and financial side of mitigation jobs from intake through completion and final billing.

KEY RESPONSIBILITIES

Oversee daily office operations for the mitigation department
Manage and monitor restoration jobs from initial assignment through completion
Work directly with insurance companies, adjusters, TPAs, and program managers
Manage TPA portals, assignments, documentation, deadlines, and compliance requirements
Review and maintain accurate job files and ensure required documentation is completed
Assist with insurance claim coordination and follow-up
Review estimates, invoices, and supporting documentation for accuracy
Coordinate with Project Managers, Production Teams, Estimators, and Accounting
Track outstanding estimates, supplements, approvals, invoices, and payments
Communicate professionally with homeowners, adjusters, insurance carriers, and vendors
Monitor accounts receivable and follow up on outstanding insurance and customer payments
Ensure jobs meet TPA and insurance carrier documentation requirements
Maintain accurate records and ensure company processes and procedures are followed
Identify administrative issues that may delay projects, billing, or payment and take corrective action
Assist management with reporting, scheduling, production tracking, and other operational needs

REQUIRED EXPERIENCE

Candidates must have prior experience in the restoration/mitigation industry.

The ideal candidate will have:

3+ years of restoration or mitigation industry experience
Experience working with insurance companies and claims adjusters
Strong experience working with TPAs (Third-Party Administrators) such as Contractor Connection, Alacrity, Sedgwick, Encircle, or similar programs
Experience navigating TPA portals and meeting program requirements
Experience with Xactimate and/or Symbility/Cotality
Understanding of water, fire, mold, and other restoration processes
Experience reviewing restoration estimates and invoices
Knowledge of insurance claim documentation and billing practices
Strong organizational and time-management skills
Excellent written and verbal communication skills
Ability to manage multiple jobs and priorities in a fast‑paced environment
Strong attention to detail and follow‑through
Proficiency with Microsoft Office and common business software

WHAT WE ARE LOOKING FOR

We are looking for someone who can hit the ground running.

The successful candidate will be organized, proactive, professional, and comfortable working in an environment where priorities can change quickly. You should understand that restoration is a time‑sensitive business and that communication, documentation, and follow‑up are critical to keeping projects moving and getting the company paid.

PREFERRED QUALIFICATIONS

Experience with SERVPRO or another major restoration company
Experience with Xactimate and/or Symbility/Cotality
Experience with Contractor Connection, Alacrity, Sedgwick, or other TPA programs
IICRC certifications such as WRT, ASD, FSRT, or AMRT
Experience with DASH, JobTrack, Encircle, Docusketch, or similar restoration software
Previous experience managing a restoration office or mitigation administrative team

WHY JOIN US?

We are a growing restoration company with opportunities for advancement for the right individual. We value accountability, professionalism, teamwork, communication, and getting the job done right.

BENEFITS