Administrative File Coordinator - Office Manager Career Track
Fairfax, VA
Administrative File Coordinator - Office Manager Career Track
Full Time • Fairfax, VA
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
Fairfax, Virginia
Full-Time | Monday–Friday | 8:00 AM–5:00 PM | In Office
Benefits
- 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.
What You Will Learn and Manage
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 QuickBooks 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.
Position Overview
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.
Responsibilities
- 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 QuickBooks 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
Qualifications
- 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 customers
- Able to remain calm and professional during stressful situations
- Self-motivated, dependable, and willing to take initiative
- Able to manage multiple responsibilities in a fast-paced office
- Comfortable learning QuickBooks, Copper CRM, and other business software
- Restoration, construction, property management, accounting, or insurance experience is a plus but not required
- Reliable personal cellphone for work-related communication and authentication applications
- Ability to successfully complete a background check, subject to applicable law
Who We’re Looking For
We are looking for a true self-starter and “figure-it-outer”—someone who asks thoughtful questions, learns quickly, follows through, and takes ownership of the final result.
You do not need to know everything when you begin. You do need to be willing to learn, accept feedback, communicate professionally, and care about the quality of your work.
If you want an opportunity to develop practical business skills, learn the insurance restoration industry, and grow toward an office management career, we encourage you to apply.
Compensation: $17.00 - $20.00 per hour
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
Who We Are
Barex is a growing restoration and property recovery company serving communities throughout Georgia, Virginia, Washington, D.C., Maryland, and Florida. We help homeowners, businesses, property managers, and insurance professionals recover from water damage, mold, fire, and other property-related emergencies.
Our company was built around a simple idea: property restoration should be handled with urgency, professionalism, and genuine care for the people affected. When someone calls Barex, they are often dealing with one of the most stressful situations they have experienced. Our responsibility is not only to restore the property, but also to bring organization, communication, and confidence to the recovery process.
We provide emergency mitigation, mold remediation, fire and smoke cleanup, contents services, and complete reconstruction. This allows our team to support customers from the initial emergency through the final repair instead of leaving them to coordinate several different contractors.
What We Do
Our primary services include:
- Emergency water extraction and structural drying
- Water-damage mitigation and controlled demolition
- Mold inspections, testing coordination, and remediation
- Fire, smoke, soot, and odor cleanup
- Contents pack-out, cleaning, storage, and pack-back
- Emergency board-up and property stabilization
- Residential and commercial reconstruction
- Drywall, painting, flooring, cabinetry, and finish repairs
- Property services for apartment communities and managed properties
- Large-loss and multi-unit property recovery
We work in residential homes, apartment communities, condominiums, commercial buildings, healthcare facilities, offices, schools, hospitality properties, and other occupied environments. Every project is different, but our standards remain the same: respond quickly, communicate clearly, document thoroughly, and perform quality work.
A Company Built for Growth
Barex is continuing to expand across the Mid-Atlantic and Southeast. Our presence includes Georgia, Virginia, Washington, D.C., Maryland, and Florida, with a focus on developing strong local teams that are supported by the systems and resources of a larger organization.
We are not interested in growing simply for the sake of becoming bigger. We want to build strong operations in every market, develop capable leaders, and become a trusted long-term partner for the customers and communities we serve.
As we expand, new opportunities continue to open in field operations, project management, estimating, sales, business development, administration, accounting, and company leadership. Many of our future managers will be people who started in hands-on roles, learned the business, demonstrated ownership, and grew with the company.
Our Approach to Restoration
Restoration requires more than performing physical work. It requires technical knowledge, detailed documentation, strong communication, and the ability to make good decisions under pressure.
Our teams use modern restoration equipment and digital systems to document moisture readings, drying conditions, job progress, photographs, equipment usage, project notes, and customer communication. We train our employees to understand not only how to perform the work, but also why the documentation, customer experience, and financial performance of every project matter.
We expect our teams to follow established restoration standards, company procedures, and jobsite safety requirements. At the same time, we encourage employees to think critically, solve problems, and take responsibility for the final outcome.
Who We Hire
We hire people from different backgrounds and experience levels. Some join us with years of restoration, construction, sales, or property-management experience. Others come to Barex with less industry experience but demonstrate strong communication, accountability, attention to detail, and the desire to learn.
We look for people who:
- Take ownership of their work
- Communicate clearly and professionally
- Care about the customer’s experience
- Pay attention to details
- Follow through on commitments
- Work well as part of a team
- Remain calm and solutions-focused under pressure
- Want to develop their skills and advance
- Understand that performance creates opportunity
- Take pride in the finished product
Experience is valuable, but attitude, reliability, and the ability to grow are equally important. We want employees who are interested in building a career—not simply clocking in, completing the minimum, and remaining in the same position.
A Place to Build a Career
At Barex, we believe good employees should have a visible path forward. We invest in training, professional certifications, hands-on development, and leadership opportunities.
A technician can develop into a Crew Chief. A Crew Chief can grow into project management, estimating, or sales. A coordinator can advance into office or operations management. Someone who demonstrates talent and initiative can take on greater responsibility as the company enters new markets and builds new divisions.
We want our employees to understand the entire business: how jobs are sold, how projects are produced, how customers are served, how documentation supports billing, and how quality and profitability allow the company to continue growing.
For motivated employees, that growth can lead to:
- Increased responsibility and compensation
- Performance bonuses and commission opportunities
- Professional certifications and technical training
- Project management and estimating experience
- Sales and business-development opportunities
- Department and regional leadership positions
- The opportunity to help launch and develop new markets
Our Culture
Barex is a performance-driven company with a people-first mentality. We believe strong results and a supportive culture can exist together.
We work hard, hold one another accountable, and take pride in solving difficult problems. We also recognize that employees perform their best when expectations are clear, communication is consistent, and good work is acknowledged.
Our culture is built around:
- Ownership: Take responsibility for the job and its outcome.
- Communication: Keep customers, coworkers, and project partners informed.
- Quality: Perform work that reflects positively on yourself and the company.
- Urgency: Respond quickly and keep projects moving.
- Documentation: If the work is not properly documented, the job is not complete.
- Development: Continue learning and help the people around you improve.
- Teamwork: Support the team and never treat success as an individual effort.
- Integrity: Be honest about what is needed, what was completed, and what comes next.
Why Join Barex?
Barex is at a stage where talented people can make a meaningful impact. We are established enough to provide structure, training, and opportunity, while still growing fast enough for employees to help shape the company’s future.
Joining Barex means becoming part of a company that is expanding into new markets, developing new leaders, and creating opportunities for people who want to grow with it.
Whether your strengths are in field production, customer service, project management, sales, estimating, administration, or leadership, there may be a place for you here. What matters most is that you bring professionalism, effort, accountability, and the desire to become better at what you do.
If you are looking for a company where your work matters, your performance is noticed, and your career does not have to remain in one position, we invite you to explore opportunities with Barex.
Help us restore properties, support customers, and build something worth being proud of.
(if you already have a resume on Indeed)