Lead Regional Coordinator

About the role

Haag, a Salas O’Brien company, is seeking a Regional Lead Coordinator to manage administrative support for a designated region, mentor Regional Coordinators, and ensure consistent scheduling, communication, and office support. This role serves as the primary point of contact for regional administrative needs and works with experts and Regional Coordinators to deliver the best internal and external customer experience on projects.

Responsibilities

• Workload Distribution: Organize and lead workload distribution in consultation with the Regional Team Lead; monitor the Job Assignment Tool and assign projects as directed; review and confirm backlog of experts within the region.
• Project Assignment Cycle: Complete or delegate the opening of assignments or projects in conjunction with workload distribution; assist experts in scheduling/logistics for inspections and meetings; assist experts in providing budgets with proper verbiage per contract and recording/documenting approvals; record/document budget increases when approved by the client; coordinate communication between project team members; coordinate and order outside services as requested by experts; guide reports, estimates, and other deliverables through the review process; assemble deliverables into final format and obtain required signatures; transmit final deliverables to clients; monitor and assist in maintaining compliance on projects; respond to inquiries on projects including preparation of electronic files to be shared with clients; provide excellent customer service and escalate issues to the Regional Team Lead when needed; complete regular invoicing; assist with maintenance of electronic files including filing emails/communication in project folders.
• Maintaining Data and Procedures: Maintain accurate records in internal ERP and scheduling systems (e.g., Date of Inspection, Report Promised Date, Report Sent Date); maintain accurate records in external programs for specific client requirements (e.g., Xactanalysis, AlacNet/Cattrax, Corelogic, Slide/Align); ensure knowledge of Haag procedures and contractual agreements, including where to locate information and how to use it.
• Mentoring/Training: Assist in providing mentoring and training to Regional Coordinators within the region, ensuring adherence to company standards.
• Operational: Oversee administrative activities within the region; act as liaison between the regional team and the Administrative Manager; implement process improvements for regional administrative efficiency; prepare regional administrative performance reports; monitor compliance in all systems.

Essential Tasks

• Daily: Monitor Job Assignment Tool and organize workload distribution including assigning projects; complete opening of projects for experts in the region; update ERP with project information; assist in scheduling/logistics for inspections and meetings; coordinate communication between project manager, clients, additional experts, property owners, and others as needed; complete regular invoicing; handle administrative tasks for project assignments; oversee regional admin activities; monitor and evaluate Regional Coordinators.
• Weekly: Oversee regional administrative activities; liaise with Admin Manager; implement improvements; train/mentor Regional Coordinators; ensure project compliance.
• Bi-weekly: Review status of projects and compliance issues with Lead Regional Coordinator and Regional Team Lead; conduct bi-weekly team meetings to cover performance, availability, needed assistance, and other topics.
• Monthly: Meet with Administrative Manager and all Regional Team Leads to review processes and provide feedback; meet with Administrative Manager, all Lead Regional Coordinators, and all Regional Coordinators to review processes and provide feedback.
• As needed: Identify need for upcoming positions with Administrative Manager; participate in hiring process for staff in the region; prepare and guide reports, estimates, and other deliverables for review, assembly, signatures, and transmittal to clients; order outside services; handle urgent scheduling or travel needs; process write-off requests from experts within the region and send to Regional Team Lead for review and approval.

Requirements

• Education: High school diploma or equivalent required; Associate’s Degree or some college preferred.
• Licensure: None required.
• Certifications: None required.
• Work Experience: Minimum 5 years in an administrative role including leading teams.
• Supervise Staff: No direct reports required for this position.

Knowledge, Skills And Abilities

• Ability to communicate orally or in written form effectively with employees and clients.
• Builds and maintains positive and cooperative working relationships.
• Maintains enthusiasm and a sense of urgency towards work.
• Accepts and adjusts to changes in work priorities willingly and efficiently.
• Strong grammar and proof-reading skills.
• Demonstrates strong attention to detail.
• Ability to work assigned hours.
• Possesses strong critical thinking skills and is willing to go above and beyond to get the job done.
• Basic computer skills including Microsoft Office (Word, Excel, PowerPoint) and Adobe Acrobat.

Physical Demands / Work Environment

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Individuals may need to sit or stand as needed. May require walking primarily on level surfaces for periods of the day. Reaching above shoulder heights, below the waist, or lifting as required to file documents or store materials throughout the workday. Proper lifting techniques required. May include lifting up to 25 pounds. Primary environment: ambient room temperatures, lighting and traditional office equipment as found in a typical office. Hybrid role working 2 days in the office with the potential for more days based on business need.

Benefits

• Discretionary yearly bonus based on individual and company performance.
• Comprehensive U.S.-based benefits package including medical, dental, and vision insurance.
• 401(k) with company match.
• Paid time off and company holidays.
• Wellness programs and employee assistance resources.
• Professional development and career growth opportunities.