Office Manager

IICRC; Alexandria (VA); Hybrid; USD 65,000 - 85,000; Full time

Benefits offered by this job

401(k)

Health insurance

Paid time off

Professional development assistance

Referral program

Job summary

SERVPRO of Springfield/Mt. Vernon- Swift Restoration is seeking an experienced Office Manager to lead the mitigation department's administrative and financial operations in the Alexandria, VA area.

The ideal candidate will understand water, fire, mold restoration processes, insurance claims, TPAs, and billing from intake to final invoicing, ensuring compliance and timely project progression. Join a fast-paced team that values accuracy, proactive problem solving, and professional communication

Qualifications

• 3+ years of restoration or mitigation industry experience.
• Experience with insurance companies and claims adjusters.
• Strong experience with TPAs such as Contractor Connection, Alacrity, Sedgwick, Encircle.
• Experience navigating TPA portals and meeting program requirements.
• Experience with Xactimate and/or Symbility/Cotality.
• Understanding of water, fire, mold 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.

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 experience

Xactimate proficiency

Symbility/Cotality familiarity

Attention to detail

Multi-tasking / time management

Professional communication

Tools

Xactimate

Symbility

Cotality

Docusketch

Encircle

Job description

Benefits:

• Health insurance
• Paid time off
• Parental leave
• Training & development
• 401(k)

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.

If you already understand terms such as mitigation, drying documentation, Xactimate, supplements, TPA assignments, program compliance, depreciation, estimates, invoices, and insurance approvals, we want to hear from you.

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.

If you have restoration industry experience and are ready to take ownership of the administrative operations of a busy mitigation department, we want to talk to you.

Benefits:

• 401(k)
• Health insurance
• Paid time off
• Professional development assistance
• Referral program

Work Location: In person