Project Coordinator

Job Summary

Project Coordinator is responsible for scheduling and dispatching crews to residential and commercial property losses. This position supports one or more of the following: Project Managers, Project Supervisors, Superintendents, Branch Managers, and Directors with administrative duties when needed.

Key Responsibilities

• Call customers for purposes of communicating or coordinating project schedules, and/or respond to general inquiries in a timely manner.
• Responsible for assisting with Vendor Setup ensuring vendor has provided correct documentation.
• Answer phone calls from customers, answer questions, or direct to appropriate staff when necessary.
• Generate Work Orders and Change Orders upon request, forward to customer for signature, and coordinate dispatch of crews accordingly.
• Maintain daily schedules for crews and other project members, and establish schedules for increased efficiencies.
• Prepare required state, federal, and / or waste management paperwork for all Asbestos Projects, where applicable.
• Update Invoice Tracking spreadsheet and ensure delivery of Payment Request to management.
• Organize weekly, bi-weekly, monthly meetings in accordance with company policy, including but not limited to: safety meetings, in-office meetings, production meetings, etc.
• Create and maintain job files ensuring all job pertinent reports and documents, including budget worksheets, invoices, Project Reports and BOS are properly filed.

Reporting

• Prepare daily management report on T&M Cost Spreadsheet, cross checking against subcontractor invoice and labor hours.
• Document daily updates on industry specific programs for all open jobs.
• Enter information from Tick Sheets completed by the Technicians and Project Managers into industry specific programs (Moisture Mapper, Xactanalysis, and Mica reports).

Experience/Requirements

• High School Diploma or equivalent.
• Proven work experience in a restoration or construction industry preferred.
• Good judgement and discretion with handling confidential data.
• Good knowledge in working with MS Office.
• Customer service focus, with excellent interpersonal skills.
• Good grasp of English.
• Bilingual (English/Spanish) preferred.
• Excellent analytical and problem-solving abilities.
• Multi-tasker, with ability to meet tight deadlines, works well under pressure.
• Able to follow directions, utilize resources.
• High attention to detail, accuracy, and proofreading.
• Safety Requirements
• Regulatory Requirements
• Adhere to all local, state, and federal safety regulations, including OSHA and EPA standards.
• Personal Protective Equipment (PPE): Required PPE may include gloves, masks, goggles, hard hats, and safety footwear. All employees must wear PPE as required for their specific roles and job site conditions.
• Ergonomic Practices: Practice ergonomic principles to prevent musculoskeletal disorders. This includes proper desk setup, using adjustable chairs, and maintaining good posture while seated.
• Office Safety Protocols: Adhere to established office safety protocols to maintain a secure work environment. This includes the following guidelines for the proper use of office equipment and ensuring that workspaces are free from clutter to prevent trips and falls.
• Safety Training: Complete all mandatory safety training sessions, including but not limited to hazard communication, emergency response, and safe equipment handling.
• Reporting Safety Concerns: Ability to identify and immediately report any unsafe conditions, hazards, incidents or injuries to supervisors without fear of retaliation.
• Emergency Procedures: Familiarize yourself with emergency procedures relevant to your specific job site, including evacuation routes, and emergency contacts.
• Physical Requirements
• General Physical Abilities: Lifting and Carrying: Ability to lift and carry materials or equipment weighing up to 25 lbs. regularly and up to 50 lbs. with assistance.
• Physical Activities: Ability to perform tasks that require, walking, bending, reaching, crouching, kneeling, climb, squat, crawl, lift above shoulder, reach, and twist.
• Sitting and Standing: Prolonged sitting or standing required (in office, driving and/or at job sites). Regular alternating between sitting and standing.
• Repetitive Motions: Continuous repetitive motion and tasks involving L/R hand movement (computer/mouse), wrists, or arms (e.g., typing, data entry).
• Machinery Operation: Capacity to operate machinery and tools as required by job tasks, which may involve fine motor skills and hand-eye coordination.
• Visual Ability: requirement for clear vision (e.g., close work, computer use, eye coordination).
• Working Conditions
• Office Environment: Indoor office setting for corporate roles, including working with standard office equipment (computers, phones, printers). May involve regular meetings, (in person or zoom) and collaboration with team members.
• Field Environment: Outdoor fieldwork at restoration sites, which may include residential, commercial, or industrial properties. Duties may involve exposure to different weather conditions (sun, rain, snow, heat).
• Hazardous Environments: Potential exposure to hazardous materials, chemicals, or contaminants specific to restoration work, requiring strict adherence to safety protocols and use of PPE.
• Work after hours and weekends given our 24/7 business operations.
• Travel Requirements: May include travel to and from job sites, requiring the use of company vehicles. Possibility of attending out-of-town training or conferences.

About the Organization

Restoration Management Company, Northern California's largest emergency service / restoration company is a growing, profitable, privately held company headquartered in Livermore, California. Established in 1985, Restoration Management Company has been providing reliable, year round emergency service, 24-hours-a-day for water, smoke and environmentally damaged property - to commercial, industrial, and residential clients. We offer: Full-time positions; Opportunity for advancement; Competitive benefits (medical, dental, vision, EAP, 401k and matching, and life insurance) PTO Paid holidays Competitive salaries EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.