We are seeking a highly organized and detail-oriented Compliance Manager Assistant to support operational efficiency and uphold compliance standards across our assignments. This position is critical in streamlining administrative tasks, estimating, and ensuring accurate and timely documentation.
Key Responsibilities
* Weekly Schedule Overview:
* Monday – Review & Planning
o Conduct weekly administrative review of new claims via XactAnalysis (XA)
o Respond to adjuster and reviewer communications
o Coordinate with Project Managers (PMs) to create weekly action plans
o Identify invoice-ready projects and update invoicing dashboards
o Review negative gross profit reports and ensure XA compliance
o Draft and revise estimates with input from PMs and trades
o Maintain and update compliance logs
o Attend invoicing review meetings
* Tuesday – PM Meetings & Weekly Execution
o Host meetings with Compliance Manager for PMs for file maintenance and sprint planning
o Lead weekly team project review meetings
o Assist in claims documentation and estimate drafting
o Engage and follow up with trades
o Support teams with operations, estimating, and invoicing
o Oversee emergency work documentation and expense tracking
* Wednesday – Estimating Focus
o Dedicate time to thorough estimating and documentation
o Maintain and reconcile compliance logs
o Conduct file reviews and ensure XA updates are accurate
* Thursday – Management & PM Collaboration
o Attend weekly management huddle
o Meet with PMs for project tracking and updates
o Continue compliance log updates and estimating tasks
* Friday – File Maintenance & Planning
o Finalize administrative paperwork
o Review and revise estimates
o Distribute invoiceable assignment lists
o Provide final weekly updates on ongoing claims
o Evaluate performance and prepare strategies for the following week
Recurring Tasks
* Biweekly:
o Reconcile job logs with XA entries
o Ensure all assignments are closed/invoiced
o Revise estimates prior to invoicing
* Monthly:
o Audit XA files for revenue assurance
o Participate in business development planning
o Conduct project reviews and strategy updates
* Annually:
o Lead performance reviews and strategic planning sessions
o Facilitate IICRC compliance and staff training
o Contribute to business development and change management initiatives
Requirements
* Previous experience in restoration, insurance, construction, or project coordination is preferred
* Familiarity with XactAnalysis (XA) or similar claims management systems
* Strong organizational, communication, and administrative skills
* Proficiency in documentation, estimating, and compliance reporting
* Ability to multitask and prioritize in a dynamic environment
* Team-oriented with excellent interpersonal skills
What We Offer
* A collaborative and mission-driven team environment
* Opportunities for career development and growth
* Training and support in industry compliance and project management
* Competitive salary and benefits package
Benefits:
* Dental insurance
* Health insurance
* Opportunity for advancement
* Training & development