Administrative File Coordinator Office Manager Career Track

Benefits

401(k)

Bonus based on performance

Opportunity for advancement

Paid time off

Parental leave

Training & development

Administrative File Coordinator

Office Manager Career Track

Barex of DMV Fairfax, Virginia Full-Time | Monday-Friday | 8:00 AM-5:00 PM | In Office

Dental insurance

401(k)

Paid time off

Monthly team commission and bonus opportunities

Extensive paid training

Career advancement opportunities

Build a Career With Barex

Barex of DMV is looking for a personable, organized, and motivated Administrative File Coordinator who wants to develop into an Office Manager position.

This is an excellent opportunity for a recent graduate, an early-career professional, or someone with administrative or customer service experience. A degree or restoration experience is not required. We place greater value on your ability to communicate well, learn quickly, work with numbers, stay organized, and take pride in producing high-quality work.

We are a growing company that genuinely enjoys developing people. We will teach you the systems, processes, and industry knowledge needed to build a strong foundation in office administration, insurance restoration, accounting support, customer communication, and project coordination.

This position provides hands-on experience with the systems and responsibilities commonly managed by an experienced office administrator or office manager. You will learn how to:

Use Quick Books for invoicing, payments, customer records, and basic accounting support

Work within Copper CRM to manage customers, leads, projects, and follow-up activities

Maintain organized digital job files and work-in-progress reports

Navigate the insurance restoration process

Communicate with customers, adjusters, vendors, and project managers

Manage purchase orders, vendor documents, and material tracking

Review reports, estimates, invoices, and supporting documentation

Build and maintain Microsoft Excel spreadsheets

Coordinate schedules, appointments, and project updates

Prepare professional emails, reports, and customer correspondence

Help move projects from the initial customer call through final closeout

The training and experience provided in this role are intended to prepare the right person for greater responsibility and a future office management position.

The Administrative File Coordinator helps keep our office, customers, and restoration projects moving forward. You will answer incoming calls, coordinate job information, maintain project files, support scheduling, assist with purchase orders, and communicate with customers, insurance representatives, vendors, project managers, and field personnel.

Our office takes tremendous pride in the finished product. Reports should be complete, spreadsheets should be accurate, emails should be professional, and every job file should reflect attention to detail. The ability to write clearly, work confidently with numbers, and finish assignments thoroughly is more important to us than having a specific degree or years of industry experience.

Answer incoming calls and provide a professional, personable customer experience

Receive and process new leads and job referrals

Communicate with customers, insurance adjusters, vendors, and project managers

Coordinate appointments, crews, and job schedules

Enter and maintain accurate information in Copper CRM and other systems

Monitor active job files and help move projects through each stage

Assist with Quick Books invoicing, payment tracking, and recordkeeping

Create and manage purchase orders and vendor documentation

Review field documentation for accuracy and completeness

Track missing documents, approvals, estimates, invoices, and payments

Prepare professional emails, reports, spreadsheets, and correspondence

Maintain work-in-progress reports and complete job-file audits

Help ensure customer and insurance requirements are followed

Support job closeout and final documentation

Assist other departments and management as needed

Recent graduates and entry-level candidates are encouraged to apply

Administrative, office, scheduling, customer service, or business experience is helpful

Strong writing and professional communication skills

Comfortable working with numbers and performing basic math

Working knowledge of Microsoft Outlook, Word, and Excel

Strong organization and attention to detail

Pride in producing complete, accurate, and professional work

Comfortable answering phones and communicating with…