What are the responsibilities and job description for the Director of Administrative Operations position at SERVPRO Team Holmes?
Job Overview
SERVPRO Team Holmes is seeking a highly organized, detail-oriented Director of Administrative Operations to lead and oversee our administrative operations.
This role is critical to the success of our business. This role will serve as the central hub of communication and operational flow—ensuring seamless coordination between internal departments and external stakeholders.
The ideal candidate is structured, process-driven, and thrives in a fast-paced, high-volume environment. This individual will bring leadership, accountability, and operational discipline to a team that is the heartbeat of our organization.
Key Responsibilities
Leadership & Team Management
- Lead, manage, and develop the Job File Coordination (JFC) team and broader administrative staff
- Establish clear roles, responsibilities, and performance expectations across the team
- Conduct regular team meetings, performance reviews, and training sessions
- Drive accountability, productivity, and continuous improvement within the admin function
Operational Oversight
- Oversee all administrative workflows tied to job lifecycle management from intake through closeout
- Ensure all job files are properly documented, compliant, and progressing in a timely manner
- Monitor and improve cycle times, job file audit (JFA) scores, and overall job flow efficiency
- Identify bottlenecks and implement scalable systems and processes to improve operations
Communication & Coordination
- Act as the central point of coordination between Production, Marketing, Finance, and external partners
- Ensure consistent, proactive communication across all stakeholders on active jobs
- Maintain high standards of client and carrier communication and responsiveness
Systems & Process Management
- Utilize and optimize systems such as Xactimate, XactAnalysis, PSA/Next Gear, Dash, or equivalent platforms
- Build and maintain SOPs for all administrative processes
- Standardize reporting, documentation, and communication protocols
Quality Control & Compliance
- Ensure all job documentation meets SERVPRO standards and insurance carrier requirements
- Partner with auditing and finance teams to ensure accuracy in billing, collections, and file compliance
- Maintain readiness for internal and external audits
Qualifications
- 5 years of experience in office management, operations management, or administrative leadership
- Experience in restoration, construction, insurance, or a related service industry preferred
- Strong leadership experience managing administrative or coordination teams
- High level of organization, attention to detail, and process orientation
- Ability to manage multiple priorities in a fast-paced environment
- Strong communication skills—both internal and client-facing
- Experience with job management and estimating platforms (Xactimate, XactAnalysis, PSA, etc.) preferred
Compensation & Benefits
- Base Salary: $110,000 – $125,000 (commensurate with experience)
- Performance-based bonus opportunities
- Health benefits (if eligible)
- Paid Time Off (PTO) and company holidays
- Opportunity for growth within a rapidly expanding organization
Why This Role Matters
The role is a cornerstone position within SERVPRO Team Holmes. This individual ensures that our jobs move efficiently, our clients are well-served, and our internal teams are aligned. Success in this role directly impacts our operational performance, client satisfaction, and overall growth.
Pay: $115,000.00 - $125,000.00 per year
Benefits:
- 401(k) matching
- Health insurance
- Paid time off
- Professional development assistance
- Retirement plan
Work Location: In person
Salary : $110,000 - $125,000