The Office Manager plays a key role in supporting daily business operations within a restoration company. This position ensures efficient office workflows, accurate project documentation, smooth communication between field and administrative teams, and professional interaction with clients and insurance partners. A background in the restoration industry is essential to understand job processes, documentation standards, and industry-specific software.
Oversee day-to-day administrative operations to ensure a productive and organized office environment.
Manage phones, emails, and customer inquiries, ensuring timely and professional communication.
Maintain office supplies, equipment, and vendor relationships.
Develop and implement office policies, procedures, and organizational systems.
Support project managers by preparing job files, tracking job progress, updating work orders, and maintaining detailed project documentation.
Coordinate schedules for field technicians, estimators, and subcontractors.
Assist with workflow management in restoration management software (e.g., Xactimate, Encircle, DASH, or similar).
Serve as a primary administrative contact for clients, adjusters, and insurance carriers.
Prepare and submit required documentation, photos, and reports for insurance claims.
Track approvals, estimates, invoices, and other claim-related paperwork.
Assist with billing, accounts receivable, and accounts payable.
Generate reports on job status, financials, KPIs, and office performance metrics.
Support payroll processes for field and office staff.
Ensure compliance with industry standards, safety requirements, and company protocols.
Maintain accurate records including contracts, authorizations, job notes, and compliance documents.
Support audit preparation and internal data accuracy reviews.
Previous experience in the restoration industry (water mitigation, fire, mold, reconstruction, or insurance restoration) strongly preferred.
3+ years of office management, administrative coordination, or similar experience.
Proficiency with restoration or construction management software (e.g., Xactimate, Encircle, JobDox, DASH, PSA).
Strong organizational skills with excellent attention to detail.
Ability to multitask and manage competing priorities in a fast-paced environment.
Excellent communication and customer-service skills.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and general office technology.
Dependable, proactive, and solution-oriented.
Strong interpersonal skills with the ability to work well with both administrative and field teams.
Ability to remain calm and professional during high-stress situations such as emergency losses.
High level of discretion and professionalism when handling client information.
All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.