Restoration Administrative Assistant / Xactimate Scope Writer
Jarvis Restoration is a well-established water, fire, and mold damage restoration company serving Orange County. We are seeking an organized, proactive, and detail-oriented Administrative Assistant who understands the restoration and insurance-claims process.
The ideal candidate will have experience working for a restoration contractor, mitigation company, insurance carrier, or property-service company. This position will provide administrative support throughout the life of each project and assist with preparing accurate Xactimate scopes and estimates.
Primary ResponsibilitiesXactimate Estimating and Documentation
- Prepare detailed Xactimate scopes and estimates for water mitigation, fire and smoke damage, mold remediation, contents, and reconstruction projects.
- Review field notes, photographs, moisture readings, Matterport scans, floor plans, sketches, and technician documentation.
- Create accurate rooms, dimensions, sketches, line items, quantities, equipment charges, labor, materials, and project notes.
- Prepare initial estimates, revisions, change orders, and supplemental estimates.
- Identify missing or underpaid items in carrier estimates and assist with supporting supplements.
- Apply appropriate Xactimate pricing, labor minimums, equipment charges, category classifications, and supporting documentation.
- Organize photographs and documentation to support estimate line items.
- Assist project managers and estimators with scope comparisons and estimate reconciliation.
- Track estimate submissions, revisions, approvals, and outstanding supplement requests.
- Communicate professionally with adjusters and other claim representatives regarding documentation and estimate questions.
- Maintain current knowledge of Xactimate pricing and restoration estimating practices.
Job and Claim Administration
- Create and maintain job files from initial intake through completion and closing.
- Enter and update customer, property, insurance, adjuster, referral-source, and claim information.
- Verify that required contracts, authorizations, work orders, notices, certificates, and supporting documents are complete.
- Request insurance estimates, declarations pages, claim information, coverage details, and adjuster contact information.
- Upload and organize photographs, reports, estimates, invoices, correspondence, and job documentation.
- Maintain accurate job notes and communication records in the company’s job-management system.
- Monitor job status, deadlines, outstanding documents, approvals, and customer follow-ups.
- Prepare work orders and job packets for technicians, project managers, estimators, subcontractors, and vendors.
- Coordinate communication between customers, adjusters, property managers, technicians, project managers, estimators, subcontractors, and office staff.
- Schedule inspections, equipment checks, testing, remediation work, contents services, repairs, and final walkthroughs.
- Track carrier assignments and help ensure compliance with insurance-program requirements and deadlines.
- Assist with obtaining certificates of completion and customer satisfaction forms.
- Close and archive job files after confirming that all required documentation has been received.
Water-Mitigation Support
- Review daily moisture readings, equipment logs, drying records, psychrometric readings, photographs, and technician notes.
- Track air movers, dehumidifiers, air scrubbers, and other equipment placed at each job.
- Confirm equipment placement and removal dates for accurate billing.
- Help prepare water-mitigation scopes and supporting documentation consistent with applicable industry standards.
- Identify incomplete documentation and follow up with field technicians.
- Organize emergency-service documentation, including extraction, demolition, containment, antimicrobial treatment, and equipment usage.
- Assist with monitoring jobs that require customer or adjuster authorization before additional work is performed.
Fire and Smoke Damage Support
- Assist with documenting fire, smoke, soot, odor, and water-related damage.
- Prepare scopes for cleaning, demolition, deodorization, contents handling, and reconstruction.
- Coordinate contents inventory, pack-out, cleaning, storage, and pack-back documentation.
- Help organize photographs and reports supporting specialty cleaning, equipment use, and material replacement.
- Communicate with customers and claim representatives regarding scheduling and documentation needs.
Mold and Environmental Support
- Assist with preparing mold-remediation scopes based on inspection findings and remediation protocols.
- Coordinate environmental testing, inspections, clearance testing, and report collection.
- Track containment, negative-air equipment, air scrubbers, demolition, cleaning, and disposal documentation.
- Maintain required mold and environmental documents in each job file.
- Help confirm that remediation documentation is complete before clearance and reconstruction.
Billing and Accounts-Receivable Support
- Prepare invoices and billing packages with estimates, photographs, reports, drying documentation, equipment logs, and supporting records.
- Review job files for missing billing documentation.
- Submit invoices and supporting documents to customers, carriers, adjusters, property managers, and other responsible parties.
- Track deposits, deductibles, progress payments, insurance checks, and outstanding balances.
- Follow up professionally on unpaid invoices and outstanding insurance payments.
- Document all collection efforts and escalate overdue accounts according to company procedures.
- Assist with invoice revisions, payment reconciliation, and final account closeout.
- Coordinate with accounting personnel to ensure that approved charges, payments, and credits are accurately recorded.
Customer Service and Office Support
- Provide customers with timely, professional updates throughout the restoration process.
- Answer incoming calls, emails, and messages and direct them to the appropriate department.
- Explain company procedures, scheduling expectations, and documentation requirements without making coverage guarantees.
- Handle customer concerns professionally and escalate significant issues to management.
- Maintain organized electronic and physical files.
- Assist with reports, spreadsheets, data entry, mail, document preparation, and general office administration.
- Support emergency-service operations during periods of high call volume.
- Perform other restoration-related administrative duties as assigned.
Required Qualifications
- Strong administrative, organizational, and communication skills.
- Excellent attention to detail and ability to manage multiple active jobs and deadlines.
- Professional written and verbal communication.
- Proficiency with Microsoft Office, email, PDF documents, spreadsheets, and cloud-based file systems.
- Ability to read field documentation, photographs, floor plans, sketches, and repair scopes.
- Ability to communicate effectively with customers experiencing stressful property losses.
- Ability to maintain confidentiality and handle sensitive customer and insurance information.
- Reliable attendance and the ability to work effectively in a fast-paced environment.
Preferred Qualifications
- Previous experience in water, fire, mold, contents, or reconstruction restoration.
- Experience preparing scopes or estimates in Xactimate.
- Xactimate Level 1, Level 2, or Level 3 certification.
- Experience with DASH, Cotality, Matterport, DocuSketch, Encircle, or similar restoration software.
- Familiarity with water-mitigation documentation, equipment billing, and drying records.
- Knowledge of IICRC standards and insurance-property-claim terminology.
- Experience working with insurance adjusters, property managers, subcontractors, and third-party administrator programs.
- Familiarity with California restoration contracts, preliminary notices, change orders, and collection procedures.
Ideal Candidate
The ideal candidate is exceptionally organized, follows through without repeated reminders, and understands that complete documentation is essential to customer service and proper payment. This person should be comfortable reviewing technical field information, identifying missing documentation, writing accurate Xactimate scopes, and communicating professionally with customers, employees, and insurance representatives.
Job Type: Full-time
Pay: $20.00 - $28.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Experience:
- Flood restoration: 1 year (Preferred)
Language:
License/Certification:
- Driver's License (Required)
- IICRC Certification (Preferred)
Ability to Commute:
- Laguna Hills, CA 92653 (Preferred)
Ability to Relocate:
- Laguna Hills, CA 92653: Relocate before starting work (Required)
Work Location: In person
