Administrative Assistant/Job File Coordinator

Job File Coordinator

SERVPRO Team Warnecki | Alexandria, VA
Location: 113 Clermont Ave, Alexandria, VA 22304
Employment Type: Full-Time | In-Office
Schedule: Monday–Friday, 8:00 AM–5:00 PM
About the Role
SERVPRO Team Warnecki is seeking a dependable, organized, and detail-oriented Job File Coordinator to keep restoration projects on track, maintain accurate documentation, and support daily operations.
You'll work closely with customers, project managers, field teams, and insurance representatives to ensure jobs progress efficiently from start to finish.
What We Offer
• Competitive compensation
• Paid training and ongoing support
• Employee benefits
• Career advancement opportunities
• Professional development
• Supportive, team-oriented environment
• Experience in the restoration and insurance industries

Key Responsibilities
Job File Management & Quality Control
• Create, maintain, and organize accurate job files.
• Review documentation for completeness, accuracy, and compliance.
• Monitor job statuses, deadlines, and outstanding paperwork.
• Conduct daily file reviews, audits, and follow-ups.
• Assist with estimates, document uploads, and job close-out.

Project Coordination & Administrative Support
• Receive and dispatch service requests and job referrals.
• Coordinate schedules with project managers and field teams.
• Maintain accurate digital records and prepare reports.
• Follow up on missing information and resolve documentation issues.
• Support daily office operations as needed.

Communication & Customer Service
• Communicate professionally with customers, insurance adjusters, and internal teams.
• Provide project updates and follow up on outstanding items.
• Respond to customer inquiries with patience and professionalism, including in stressful situations.

Qualifications
Required:
• At least 1 year of administrative, office, customer service, or related experience.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Proficiency in Microsoft Outlook, Word, and Excel.
• Comfort with technology, digital records, and learning new software.
• Ability to work independently and collaboratively.
• Dependability, initiative, and a commitment to accuracy.
• Professional problem-solving skills and a positive attitude.
• Reliable personal cell phone access for work-related communication and multi-factor authentication during work hours.

Preferred:
• Experience in restoration, construction, insurance, or a related industry.
• Experience with scheduling, job file management, or quality assurance.
• Familiarity with Xactimate or restoration management software.

No restoration experience? No problem! We're willing to train the right candidate with strong administrative skills and a willingness to learn.
You'll Thrive Here If You
• Take initiative and follow through without constant reminders.
• Catch errors and identify missing information.
• Stay organized in a fast-paced environment.
• Communicate confidently with different teams.
• Adapt to changing priorities and enjoy learning new skills.

Ready to Join Our Team?
If you're organized, proactive, and ready to make a difference, apply today!
Join SERVPRO Team Warnecki and help make property damage "Like it never even happened.®"
Each SERVPRO® franchise is independently owned and operated. Franchise employees are hired by, employed by, and under the sole supervision and control of the independently owned and operated franchise. They are not employed by, jointly employed by, or under the supervision or control of Servpro Industries, Inc., the franchisor.