Office Manager

24 Hour Flood Pros of Portland LLC; Portland (OR); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

Paid time off and holidays

Career growth and advancement

Job summary

Patriot Abatements is seeking an Office Manager to support daily operations, manage communications, and coordinate project and claims activities. You will open new jobs, collect documentation, liaise with insurers, and handle invoicing and payroll-related tasks.

The role requires strong organization, multitasking under pressure, and excellent communication. A high school diploma is required, with experience in restoration or insurance preferred.

Qualifications

• 2+ years of office management or administrative experience; restoration/insurance background preferred
• Strong organizational and multitasking abilities in high-stress, time-sensitive situations
• Excellent written and verbal communication with empathy for customers who’ve experienced a loss
• Proficiency in Microsoft Office or Google Workspace; comfortable learning new software
• Basic bookkeeping or invoicing experience
• Flexible hours, including occasional after-hours coverage during emergencies or large losses
• High school diploma or equivalent

Responsibilities

• Manage daily office operations: phones, email, scheduling, supplies, vendor relationships
• Answer and triage incoming calls, including emergency loss calls, and dispatch to project manager or crew
• Maintain filing systems, licenses, certifications, insurance documents, and compliance records
• Open new jobs in project management software (Xactimate, DASH, Encircle, ServiceTitan) or similar
• Collect and organize job documentation: authorizations, photos, moisture logs, drying reports, estimates, invoices
• Communicate with insurance adjusters, TPAs, agents, and property owners on job status and paperwork
• Track milestones, equipment deployment, and open items to keep jobs moving
• Prepare and submit invoices and supplements; follow up on balances and payments
• Assist with accounts payable/receivable, payroll inputs, and job costing with accounting
• Prepare weekly or monthly reports on open jobs, receivables, and workload
• Coordinate schedules for technicians, project managers, and subcontractors
• Support hiring and onboarding paperwork, timekeeping, and employee records
• Help maintain safety and company policies

Skills

Office management

Organizational skills

Written and verbal communication

MS Office / Google Workspace

Bookkeeping

Flexible hours

Education

High school diploma or equivalent

Tools

MS Office

Google Workspace

Xactimate

Job description

Description

About Us

We are a fast-growing disaster mitigation company supporting homeowners and businesses after water, fire, mold, and other environmental losses. Our teams operate quickly, safely, and professionally to restore damaged properties and provide exceptional service. As we continue expanding nationwide, we offer strong training, advancement opportunities, and long-term career stability.

Responsibilities

Office and Operations

• Manage daily office operations, including phones, email, scheduling, supplies, and vendor relationships
• Answer and triage incoming calls, including emergency loss calls, and dispatch them to the right project manager or crew
• Maintain filing systems, licenses, certifications, insurance documents, and compliance records

Project and Claims Support

• Open new jobs in project management software (e.g., Xactimate, DASH, Encircle, ServiceTitan, or similar)
• Collect and organize job documentation: work authorizations, photos, moisture logs, drying reports, estimates, and invoices
• Communicate with insurance adjusters, TPAs, agents, and property owners on job status and paperwork
• Track project milestones, equipment deployment, and open items to keep jobs moving

Billing and Administration

• Prepare and submit invoices and supplements; follow up on outstanding balances and insurance payments
• Assist with accounts payable/receivable, payroll inputs, and job costing in coordination with accounting
• Prepare weekly or monthly reports on open jobs, receivables, and workload

Team Support

• Coordinate schedules for technicians, project managers, and subcontractors
• Support hiring and onboarding paperwork, timekeeping, and employee records
• Help maintain safety and company policies

Requirements

• 2+ years of office management or administrative experience (restoration, construction, or insurance preferred)
• Strong organizational and multitasking skills, with the ability to stay composed in high-stress, time-sensitive situations
• Excellent written and verbal communication, with empathy for customers who’ve just experienced a loss
• Proficiency in Microsoft Office or Google Workspace and comfort learning new software
• Basic bookkeeping or invoicing experience
• Reliable, professional, and able to work flexible hours, including occasional after-hours coverage during emergencies or large losses
• High school diploma or equivalent

Preferred Qualifications

• Experience with Xactimate, restoration project management platforms, or insurance billing
• Familiarity with insurance claims workflows and restoration terminology (mitigation, drying logs, scope of work, supplements)
• IICRC certification (or willingness to obtain, e.g., WRT) or similar industry training
• Associate or bachelor’s degree in business administration or a related field
• Bilingual (English/Spanish) a plus

Compensation & Benefits

• Competitive compensation based on experience
• Medical, dental, and vision insurance
• Paid time off and paid holidays
• Career growth and advancement opportunities
• Ongoing training and professional development

Equal Employment Opportunity

Patriot Abatements is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other protected status in accordance with applicable law.

ADA Statement

Patriot Abatements complies with the Americans with Disabilities Act (ADA) and provides reasonable accommodations to qualified individuals with disabilities. Applicants requiring accommodation during the application or hiring process should notify Human Resources.