A restoration office manager runs the paper side of every claim: the signed forms, photos, moisture logs, invoices and calls that get a water, fire or mold job paid. They lead the admin team and keep crews, estimators and billing working from one complete file.
By the HireBus team · Updated · Pay data: BLS, May 2025
Serve as the central administrative hub for restoration projects by coordinating office operations, billing processes, and claim documentation. Enhance workflow efficiency by managing day-to-day activities and ensuring effective communication between field teams and administrative staff. Play a critical role in supporting restoration contractors by maintaining organized records and facilitating timely completion of tasks.
2. Essential Duties and Responsibilities
Oversee and manage daily administrative operations including billing, claim documentation, and office coordination.
Ensure accurate and timely processing of restoration claims and financial records.
Coordinate with restoration contractors and internal teams to support project scheduling and resource allocation.
Maintain compliance with industry regulations and company policies regarding documentation and billing practices.
3. Key Tasks / Daily Activities
Process invoices, claims, and billing statements with a focus on accuracy and timeliness.
Communicate daily with restoration contractors to address scheduling changes and administrative inquiries.
Update and manage project documentation and files using internal software tools.
Facilitate regular office meetings to review pending tasks and align on project priorities.
4. Key Performance Indicators (KPIs)
Billing Accuracy: Achieve a target of 99% accuracy in processed invoices.
Claim Documentation Timeliness: Ensure >95% of claims are documented and submitted within 24 hours.
Customer Satisfaction: Maintain a customer satisfaction rating of >4.8 stars from client feedback.
Operational Efficiency: Improve office response times, targeting a reduction in processing time by 15% within the first year.
5. Required Qualifications and Skills
Bachelor’s degree in Business Administration, Office Management, or a related field.
Minimum of 3 years of experience in office management, preferably within the home services or restoration industry.
Proficient in Microsoft Office Suite and industry-specific software for billing and documentation.
Exceptional organizational, communication, and multitasking skills.
6. Preferred Experience
Experience in the restoration or home services industry is highly desirable.
Background in working with insurance claims and restoration project coordination.
Familiarity with industry compliance standards and documentation practices.
Proven track record of improving operational efficiencies in a similar role.
7. Physical Requirements
Ability to work at a desk for extended periods and use a computer effectively.
Occasional lifting of office supplies and files, up to 15 pounds.
Minimal physical exertion in a typical office setting.
Comfortable working in a standard office environment.
8. Work Environment and Schedule
Typical work hours are Monday through Friday from 8:00 AM to 5:00 PM.
Occasional overtime may be required during peak project periods.
Limited travel may be required for meetings or training sessions.
Office-based role with a stable, professional, and supportive work environment.
9. Compensation and Benefits
Competitive salary range between $45,000 - $55,000 USD per year.
Eligibility for performance-based bonuses.
Comprehensive Health, Dental, and Vision insurance plans.
401(k) plan with company matching contributions.
Additional fringe benefits such as paid time off, professional development, and wellness programs.
10. Company Culture and Overview
We are a growth-oriented company that values collaboration, innovation, and customer satisfaction.
Our culture promotes professional development, open communication, and a supportive team environment.
We are dedicated to helping our employees level up their skills, ensuring continual growth and success within the organization.
Join our team and be part of a forward-thinking company committed to excellence in the restoration industry.
11. How to Apply
If you meet the above criteria and want to be part of a growth-oriented company focused on customer satisfaction, please send your resume to [INSERT EMAIL HERE] or apply online at [INSERT WEBSITE LINK HERE].
Need help filling this role? HireBus posts the ad, Iris interviews every applicant by phone before you do, and you decide who to hire. Start hiring now
What makes restoration office management different
In most offices, a job is finished when the work is. In restoration, nobody gets paid until the paperwork shows what the crew did and why, so the office manager watches the claim file as closely as the field team watches the drying.
Every equipment day needs a reading
Air movers and dehumidifiers are charged by the day, so each equipment day on the invoice needs a moisture reading in the log to back it up. A day with no readings can cost you the charges for that day. The office manager checks drying logs while the job is still running, so a gap gets fixed while the equipment is on site.
Program jobs come with their own rules
Some jobs come from insurer programs and third-party administrators, not the homeowner. Each program has its own paperwork rules and upload deadlines, and it reviews the work it sends. The office manager writes up each program's rules on one page and checks the portals daily. Late uploads can hurt your standing with the program.
Lead-safe records stay for three years
Renovation firms working on pre-1978 homes must keep their EPA lead rule records for 3 years after each job. That means lead test results, signed pamphlet receipts, and proof that a certified renovator was assigned, trained the crew and checked the cleanup. An emergency job that skipped steps needs a written record of the emergency and of each step skipped. Those papers go in the claim file, not in a tech's truck. Source: 40 CFR 745.86: Recordkeeping and reporting requirements (Cornell LII).
Subcontractor papers come before the rebuild
The rebuild brings in drywall, flooring, electrical and plumbing subs. Before a sub starts in someone's home, the office gets an up-to-date certificate of insurance, a W-9 and any license the trade needs where you work. It also flags any policy that ends before the job will. An uninsured sub in a customer's home is your company's problem.
Contents pack-outs need an inventory
When smoke or water reaches a whole floor, crews may box up the owner's things for cleaning or storage. Home policies cover belongings apart from the house, so the contents claim has its own paperwork. The office keeps a list of every item with photos, storage dates, and what was cleaned, returned or thrown out. Source: Texas Department of Insurance: Home insurance guide.
How much restoration office managers make
The closest BLS group for restoration office managers is First-Line supervisors of office and administrative support workers. First-Line supervisors of office and administrative support workers who work for remediation companies earned a median of $34.81 an hour ($72,400 a year) in May 2025, according to the Bureau of Labor Statistics. That’s above the $69,500 median for First-Line supervisors of office and administrative support workers in all industries. About 1,970 of the 1,436,680 First-Line supervisors of office and administrative support workers in that survey work for remediation companies.
Most often a salary, as in the template, though some companies pay hourly. A bonus, where offered, may track how quickly files reach the adjuster or how few invoices come back. Salary pay alone doesn't remove overtime; the duties must pass the exemption tests as well.
Remediation companies
$72,400$72,400 median Middle half $59,140–$92,020 10th–90th $45,690–$120,910
All industries
$69,500$69,500 median Middle half $55,950–$85,090 10th–90th $45,610–$104,710
$25k$50k$75k$100k$125k$150k
10th–90th percentileMiddle halfMedianAnnual pay, May 2025. Source: BLS Occupational Employment and Wage Statistics.
Annual pay by percentile
Group
10th
25th
Median
75th
90th
Remediation companies
$45,690
$59,140
$72,400
$92,020
$120,910
All industries
$45,610
$55,950
$69,500
$85,090
$104,710
BLS doesn’t publish pay for restoration contractors on their own. These figures cover remediation and other waste management services, which include them. Post a real range for your market in the ad.
The pay line in the template above is an example from our Role Blueprint. Set yours from these figures and what local companies pay.
Skills to hire for, and what you can teach
Hire for these
Has run a claims, billing or admin team at an insurance-paid business
Reads a drying log or an estimate and sees what's missing
Spots the stuck file in a long list of open claims
Explains claim paperwork kindly to a family that just lost its kitchen
Holds field staff to paperwork deadlines without starting a feud
Teach these on the job
Your claim file checklist and how documents are named
Reading moisture maps, drying logs and Xactimate estimates
EPA lead-safe recordkeeping for older homes
How your photo app files pictures by room and day
Each insurer program's portal and paperwork rules
The day runs in restoration job software (Albi and DASH are two), a field app where photos and moisture readings land, such as Encircle, and the carrier portals where program jobs are assigned and files uploaded.
Restoration office manager interview questions
They have their own page: 6 questions that test this job, what strong and weak answers sound like, and a work exercise to run with your finalists.
A shop that takes many insurer program jobs and one that takes few will land in different places. Run with the template's numbers for three months, then adjust them to your own claim mix.
Billing Accuracy
Track every invoice an adjuster or program returns or reduces for a paperwork reason, such as a missing photo or log. Divide by invoices sent, and sort the reasons to find the habit to fix.
Claim Documentation Timeliness
Hours from the first site visit to a complete file uploaded: photos, readings, signed forms and the first estimate. Your job software's upload times give you both ends.
Customer Satisfaction
Send one survey after mitigation and another at rebuild handover. Include at least one question about the office itself, such as whether updates came when promised, and track that score apart.
Operational Efficiency
Pick two or three office tasks, such as invoice turnaround or time to return calls. Measure where they start, then track them monthly against that baseline.
Career path
Claims coordinatorBuilds claim files, uploads to carrier portals and chases signatures.
Office ManagerLeads the admin staff and keeps each claim file complete from first visit to final payment.
Project ManagerSome learn Xactimate well enough to write estimates and run claims themselves.
How do the office manager and the project manager split a claim?
The project manager looks after the work itself: the scope, crews, subs and the owner's questions. The office manager keeps the file: documents, invoices, carrier portals and the admin team. They should talk every day. A photo the project manager forgot becomes an invoice the office can't send.
How much does a restoration office manager make?
First-Line supervisors of office and administrative support workers who work for remediation companies earned a median of $34.81 an hour ($72,400 a year) in May 2025, according to the Bureau of Labor Statistics. The middle half earned between $59,140 and $92,020 a year. Pay also depends on your local market, experience and overtime.
What should a homeowner sign before restoration work starts?
At least a work authorization that says what you will do and how you will be paid. For planned work on a house built before 1978, EPA's rule generally calls for giving the owner its lead pamphlet and getting a signed receipt. Many companies also use a certificate of completion. State law shapes these forms, including whether a direction to pay or an assignment is allowed, so have a lawyer review them for each state.
What happens when the insurer denies a claim after mitigation has started?
Your work authorization should already say the owner pays for anything the insurer won't. The office manager tells the project manager and the owner that day and puts the denial letter in the file. New work waits until the owner agrees in writing to pay. Leave coverage fights to the owner, their insurer and anyone they hire to help.
How can an owner tell the office is slowing down payments?
Look at the days between a job's completion and its invoice date, and at how many files sit waiting for review. Count invoices returned for missing paperwork. If partners or adjusters complain they can't get updates, the office may be short on people or on a clear checklist.
