Senior Job File Coordinator

Job Description

Job Description

Senior Job File Coordinator

About the Role
Our rapidly growing team is seeking an elite, experienced Senior Job File Coordinator. This role is the operational heartbeat of our production cycle. You will be the central command station, ensuring restoration projects are meticulously managed, flawlessly documented, and seamlessly transitioned from initial intake to final billing.

We are looking for a highly organized driver who thrives in a fast-paced environment. The Senior Job File Coordinator works hand-in-hand with our field teams to maintain real-time visibility on all projects, enforce daily documentation standards, and conduct rigorous audits. By reviewing project documents, estimates, and safeguarding program requirements, you ensure our field team’s hard work is accurately captured and invoiced. If you are a high-level communicator who excels at bridging the gap between field operations and administrative execution, this is your opportunity to make a massive impact.

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. 

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