Office Manager

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 Health insurance

Paid time off

Parental leave

Training & development

401(k)

BENEFITS 401(k)

Health insurance

Paid time off

Professional development assistance

Referral program

Work Location: In person

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