Mitigation Admin / Office File Coordinator

Mitigation Admin / Office File Coordinator

Do you enjoy helping people during challenging times and making a real impact? Join our team as a Program Vendor Manager / Mitigation Estimator and play a key role in delivering high-quality restoration services while supporting customers through fire and water losses.

We are seeking a driven and detail-oriented professional who thrives in a fast-paced environment, communicates effectively, and can manage multiple priorities with confidence. This position is ideal for someone who is organized, proactive, and committed to delivering excellent service.

Position Summary:
This role is responsible for managing job files from start to finish, including coordination, documentation, estimating, and communication with internal teams and third-party administrators. The ideal candidate will ensure all projects are properly documented, compliant, and efficiently processed.

Key Responsibilities:

• Manage and monitor job file progress, including work-in-progress (WIP) tracking and audit status
• Coordinate daily job file activities, including documentation, reporting, and file backups
• Prepare preliminary estimates for self-pay jobs and detailed estimates using Xactimate (Symbility experience a plus)
• Review and validate field documentation for accuracy and completeness
• Ensure all client and program requirements are met and properly documented
• Communicate with third-party administrators (e.g., Alacrity, Sedgwick, etc.), field technicians, and management teams
• Organize and maintain job file records on internal systems
• Assist with invoicing and ensure proper documentation is submitted for billing
• Complete job file close-out and final audit processes

Qualifications:

• 2+ years of administrative, office, or related business experience
• Experience in restoration, insurance, or service industry preferred
• Estimating experience (Xactimate preferred) and familiarity with job file processes is a plus
• Strong written and verbal communication skills with a professional and courteous approach
• Ability to remain composed under pressure and manage multiple tasks effectively
• Excellent organizational skills and attention to detail
• Self-motivated with a strong work ethic and goal-oriented mindset
• Proficient in Microsoft Office (Outlook, Word, Excel)
• Ability to learn industry-specific software and systems
• High school diploma or equivalent required; associate’s or bachelor’s degree preferred
• Must be able to pass a background check in accordance with applicable laws

What We Offer:

• Competitive pay
• Opportunities for professional growth and development
• A supportive, team-oriented work environment
• The opportunity to make a meaningful difference in customers’ lives every day

All employees are hired and employed by an independently owned and operated franchise. Employment is not with the franchisor.

Pay: $20.00 - $25.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person