Mitigation File Manager

Position Overview

The Mitigation File Manager plays a critical role in the success of mitigation operations by ensuring new jobs are properly onboarded, files are accurate and compliant, and operational systems remain clean and organized. This position serves as the first point of contact for new mitigation jobs and supports the field and management teams by maintaining accurate records, coordinating environmental testing, managing consumables, and scrubbing DASH on a consistent schedule.

This role requires strong attention to detail, organization, and the ability to manage multiple active files in a fast-paced restoration environment.

Key Responsibilities

Job Onboarding & First Point of Contact

• Serve as the primary point of contact for onboarding all new mitigation jobs.
• Create and set up mitigation job files accurately and timely.
• Ensure all required job documentation is received, organized, and uploaded correctly.
• Coordinate internally with scheduling, mitigation leads, and management during job startup.

Environmental Testing Coordination

• Coordinate environmental testing (asbestos, mold, lead, etc.) as required per job scope.
• Upload all environmental reports, results, and related documentation into job files.
• Ensure testing documentation is complete, properly labeled, and accessible for compliance and estimating needs.

DASH Management & File Scrubbing

• Perform DASH file scrubs twice per week to ensure:
• Job data is accurate and complete
• Required documents are uploaded
• Notes, statuses, and job details are current
• Identify and flag missing, incorrect, or inconsistent information for correction.
• Maintain clean, audit-ready mitigation files at all times.

Consumables Management

• Manage mitigation consumables inventory (plastic, tape, PPE, filters, etc.).
• Track usage and ensure consumables are issued, recorded, and replenished as needed.
• Coordinate ordering and restocking to support field operations without interruption.
• Maintain organization and accountability of consumable supplies.

Work Authorization & Certificate of Satisfaction Management

• Manage Work Authorizations prior to the start of mitigation work, ensuring all required documents are:
• Properly executed and signed
• Uploaded to the job file before work begins
• Accurately labeled and stored for compliance and billing purposes
• Verify that Work Authorizations align with the approved scope of work and job setup details.
• Track missing or incomplete authorizations and follow up with homeowners, property managers, or internal team members as needed to prevent delays.
• Manage Certificates of Satisfaction upon project completion by:
• Coordinating with project teams to confirm mitigation is complete
• Ensuring Certificates of Satisfaction are signed and returned in a timely manner
• Uploading completed certificates to the job file for closeout documentation
• Maintain clear documentation to support billing, file audits, and customer satisfaction standards.

Required Skills & Qualifications

• Strong organizational skills with high attention to detail.
• Ability to manage multiple active jobs simultaneously.
• Comfortable working in operational systems (DASH or similar platforms).
• Strong communication skills with office staff, field teams, and vendors.
• Ability to work independently and follow established processes.
• Basic understanding of mitigation workflows and compliance requirements.

Work Expectations

• Consistent adherence to scheduled hours: Monday–Friday, 9:00 AM–4:00 PM
• Proactive communication when issues or gaps are identified.
• Maintain confidentiality and accuracy in all job documentation.
• Support the mitigation team by keeping systems, files, and materials organized and reliable.

Essential importance of this role

This position is essential to keeping mitigation operations efficient, compliant, and financially accurate. By owning file integrity, onboarding, testing coordination, and

Benefits:

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

Work Location: In person