Construction Job File Coordinator/Estimator

About the role

The Construction Job File Coordinator monitors incoming leads from conversion to active job status through completion of work and customer invoicing. You will work closely with our Construction Division to maintain an accurate work-in-progress board and audit daily documentation for all job files. The role includes reviewing scope, estimate, and job file documentation to ensure all program requirements are met and all work performed is accurately invoiced.

Responsibilities

• Monitor job file status to ensure accuracy in all job file documentation daily.
• Communicate daily with Production crews to ensure all required documentation is captured on site at point of task.
• Create and review estimates based on scope and photos from Production crew.
• Maintain an accurate Work in Progress board for all active leads and projects.
• Monitor and ensure all client requirements are followed.
• Maintain internal and external communications with all stakeholders.
• Review timestamps and other datapoints to reflect accurate reporting and KPIs.
• Complete and review job file documentation for final upload and the audit process.
• Perform internal audit of all projects to ensure estimate captures all work performed.
• Perform all job close-out activities, including coordination with accounting team to ensure proper invoicing.
• Assist other departments as needed.

Requirements

• High school diploma or GED is required.
• Previous office or estimating experience preferred.
• Exceptional customer service skills, strong administrative abilities, and excellent verbal and written communication skills.
• Proficiency in using various digital tools and technologies to complete job tasks efficiently.
• Experience in the restoration, construction, or insurance industry is a plus.
• Fluent in Spanish is a plus.
• Construction admin experience with Xactimate, Symbility, and Cotality is preferred.

Physical and Work Environment

This is a largely sedentary role in an office environment. However, some filing may be required, which could involve lifting files, opening filing cabinets, and bending or standing on a step stool as necessary.

Schedule

This is a full-time position with working hours varying between 7:00 a.m. and 5:00 p.m., Monday–Friday. The role may require longer hours and some flexibility depending on business needs. Part-time availability is also an option.