Job File Coordinator

Benefits

• Health insurance
• Paid time off
• Training & development
• 401(k) matching
• Competitive salary

What We Offer

• Competitive hourly pay
• Health benefits
• Paid vacation and holidays
• Paid training and professional development
• Opportunities for advancement within a growing company
• Supportive team environment
• The opportunity to make a difference by helping families and businesses recover after disasters

What You'll Do

• As our Job File Coordinator, you'll be responsible for managing every administrative aspect of restoration projects.
• Job File Management
• Maintain accurate job files and ensure all documentation is complete
• Track project progress daily and keep our Work-In-Progress (WIP) board up to date
• Verify all required documentation is uploaded accurately and on time
• Audit job files before submission to verify compliance with company and insurance program requirements
• Estimating & Documentation
• Create and review restoration estimates using industry estimating software
• Review production photos, scope notes, moisture logs, and supporting documentation
• Ensure estimates accurately reflect all work performed
• Audit job files before submission to verify compliance with company and insurance program requirements
• Production Support
• Communicate daily with Project Managers and Production Technicians
• Aid crews with documentation requirements and workflow questions
• Help resolve missing documentation before jobs are closed
• Customer & Stakeholder Communication
• Maintain professional communication with customers, insurance adjusters, project managers, subcontractors, and internal departments
• Provide updates on project status when needed
• Help ensure clients receive an exceptional customer experience throughout the restoration process
• Job Close-Out
• Coordinate project completion with Accounting
• Prepare completed files for final upload and billing
• Ensure invoices accurately reflect all approved work performed
• Help drive faster collections by submitting complete, audit-ready job files
• Team Collaboration
• Support office operations as needed
• Aid other departments during busy periods
• Continuously look for ways to improve efficiency and workflow

Qualifications

• High School Diploma or GED
• Previous office, administrative, estimating, or project coordination experience preferred
• Experience in restoration, construction, insurance, or property claims is a plus

Skills That Will Help You Succeed

• Exceptional organizational skills
• Strong attention to detail
• Excellent written and verbal communication
• Outstanding customer service skills
• Ability to prioritize multiple projects in a fast-paced environment
• Strong computer skills and ability to quickly learn new software
• Problem-solving mindset

Software Experience (Preferred)

• Xactimate
• DASH
• Encircle
• Microsoft Office (Excel, Outlook, Word, Teams)
• Google Workspace
• Restoration management software