Senior Job File Coordinator

Primary Responsibilities

- Command the Workflow: Maintain a highly accurate and dynamic Work-in-Progress (WIP) board for all active leads and projects, ensuring the entire team has a clear line of sight on daily production realities. - Drive Field Accountability: Act as the critical liaison with field crews, communicating daily to ensure all necessary documentation, photos, and scope notes are captured on-site at the point of task. - Estimate & Audit Excellence: Draft and/or refine estimates. Perform rigorous internal audits of all projects to guarantee the final estimate captures 100% of the work performed. - Safeguard Compliance: Monitor and enforce all third-party and client program requirements. Review timestamps and other critical data points to ensure accuracy in reporting and Key Performance Metrics (KPMs). - Financial Close-Out: Execute all job close-out activities, actively coordinating with the accounting team to ensure timely and proper invoicing. - Stakeholder Communication: Maintain proactive, clear, and professional internal and external communications with all stakeholders throughout the lifespan of the job file. - Cross-Functional Support: Leverage your senior experience to assist other departments and identify areas for process improvement as needed.

Education and Experience Requirements

- Industry Expertise: 5+ years of proven experience in the restoration, construction, or insurance industry required. Previous experience in estimating or job file coordination is required. - Communication & Service: Exceptional customer service skills with the ability to navigate complex conversations. Excellent verbal and written communication skills. - Administrative Command: Strong administrative abilities, extreme attention to detail, and a proven track record of maintaining organized, complex file systems. - Digital Fluency: High proficiency in using digital tools, CRM systems, and estimating technologies to complete tasks efficiently and manage job pipelines.