Job File Coordinator- Kathleen, GA

About the Role

The Job File Coordinator monitors mitigation job files from first notice of loss through completion and invoicing, ensuring accurate documentation, estimating, and compliance with all program requirements.

Responsibilities

• Serve as the project lead and central point of contact for each mitigation job from first notice of loss through completion, billing, and hand-off to reconstruction.
• Send an introduction email to the client as soon as a new loss is received, and provide daily update emails to clients, carriers, consultants, and interested parties detailing work performed and next-day expectations.
• Manage email communications with third parties, insurance carriers, adjusters, and consultants as needed.
• Send work orders to the field team for next-day work and update internal software systems (e.g., WorkCenter).
• Review all photos and Docusketch/moisture documentation as it comes in from the field to maintain full awareness of job details.
• Confirm that T&M and scope sheets have been uploaded to the document management system (e.g., Egnyte).
• Speak with the Project Manager or Crew Chief each morning to review job scope, conduct mid-day check-ins, and hold an end-of-day call before crews leave the site.
• Host and memorialize phone calls with adjusters, clients, and the internal team via follow-up email.
• Coordinate scheduling, including calendar invites, out-of-state lodging for crews, and job walkthroughs.
• Ensure all required forms are signed at the appropriate stages (e.g., COS, Limitations Forms, Release for Content Disposal via DocuSign).
• Partner with relevant team members when permits are required.
• Coordinate third-party vendors including asbestos/lead testing, electricians, plumbers, structural engineers, and equipment rentals.
• Coordinate flooring samples to ITEL when flooring is removed, and coordinate with environmental/abatement partners as needed.
• Maintain an accurate Work-in-Progress board for all active mitigation jobs.
• Prepare billing packages and estimate requests for internal teams, including TBB, EMS/repair estimate requests, ROM requests, and T&M notification forms.
• Obtain and analyze vendor proposals and present them to management for review and approval.
• Serve as the point of contact to troubleshoot and resolve any client issues, questions, or concerns that arise.
• Monitor job file status daily to ensure accuracy and compliance with all client and program requirements.
• Complete job close-out activities and coordinate with the accounting team to ensure proper and timely invoicing.
• Support and help train new hires.

Schedule

Full-time, up to 40 hours per week.

Pay

$20-$25 per hour, pending experience.

Benefits

• 401(k) with 3% match
• Health, dental, and vision insurance
• Vacation