Administrative Project Coordinator

Property Restoration ExpertAs the premier Property Restoration experts, at Paul Davis, we help homeowners and businesses recover after damage from events like water leaks, fires, mold, and storms—handling everything from emergency cleanup to full reconstruction. When something goes wrong in a home or building, it's stressful, urgent, and often confusing. Our job is not just to fix the damage—but to guide our customers through the entire process. This role is the central hub of that process. You will own the customer journey from first call through project completion—ensuring every client feels informed, supported, and confident in choosing Paul Davis. You will also serve as the internal bridge between all teams—maintaining office operations and keeping Mitigation, Contents, Reconstruction, and Accounting aligned and moving efficiently. This role plays a critical part in ensuring jobs are executed efficiently, documentation is complete, and company performance standards are consistently met.Administrative Coordination & Office SupportServe as the administrative hub of the office, ensuring information, documentation, and communication flow smoothly throughout the organizationAnswer and direct all inbound office calls professionally and efficientlyComplete intake, file creation, and data entry for all new jobsMaintain organized digital filing systems, job files, and office recordsCoordinate office supplies, administrative needs, and general office organizationMaintain all employee and subcontractor documentation and personnel recordsSupport billing, collections, and accounts receivable effortsCustomer Service & CommunicationServe as a primary point of contact for customers throughout the job processHandle all inbound office calls including leads, and new job opportunitiesEducate customers on our services, processes, and value to help convert leadsProvide proactive updates to customers to ensure they feel informed and supportedHandle customer questions, concerns, and requests with professionalism and urgencyProject & Program CoordinationCoordinate communication between Mitigation, Contents, and Reconstruction teamsAssist with scheduling, dispatching, and resource coordinationProactively monitor job progress to help keep projects moving forwardMaintain a strong understanding of insurance carrier requirements, TPA guidelines, and service level agreements (SLAs)Support program compliance, documentation requirements, and scorecard performance across insurance and TPA programsAssist in maintaining accurate job documentation required for approvals, billing, and paymentWhat Success Looks LikePhones are answered professionally, customers receive timely responses, and important information is routed accuratelyJob files, documentation, and records are correctly organized and maintainedCustomers feel informed, supported, and confident throughout the processStrong communication exists between internal teams and customersJobs move smoothly between departments with minimal communication gapsInsurance carrier, program, and TPA requirements are completed accuratelyThe office runs efficiently, administrative tasks are completed consistently, and team members can rely on you for supportIncreased success rate and attachment rate on inbound job opportunitiesHigh compliance scorecards are maintained across TPA and insurance programsWho You Are (Qualifications)Experienced in administrative, customer service, or similar support rolesProfessional, personable, and comfortable speaking with customers, vendors, and team members throughout the dayHighly organized with strong attention to detail and follow-throughDependable and reliable. You are prepared to complete tasks accurately and timelyStrong communicator with excellent phone etiquette and written communication skillsAble to learn new software, systems, and processes quickly and retain training effectivelyComfortable managing multiple priorities in a fast-paced environmentNaturally proactive and willing to take initiative when problems ariseCustomer-focused with a positive, service-oriented attitudeTech-capable and proficient with Microsoft Office and web-based software systemsPreferred QualificationsExperience in construction, restoration, or similar service-based industriesExperience coordinating schedules, projects, or service workExperience working with insurance carriers, TPAs, or compliance-driven environmentsWhy Join UsAt Paul Davis, we help people rebuild their homes and properties after disasters causing water, wind or fire damage—and we take that responsibility seriously. You'll be part of a team that: - Values ownership, accountability, and growth - Invests in people, not just roles - Is building something scalable and best-in-class This is not just an admin role—it's a career path into operations, project management, or leadership. Compensation & Benefits - Competitive hourly pay (based on experience) - Paid Holidays, Vacation and Sick time - Paid training and development - Clear growth path within the organization - Exciting team culture and strong leadership support Compensation: $28.00 per hourSince 1966, Paul Davis has been an industry leader in the areas of property damage mitigation, reconstruction and remodeling. With more than 370 offices in our franchise network, the company serves residential, institutional, and commercial customers and clients across the United States and Canada.We have built our heritage one project at a time, establishing a reputation for performance, integrity and responsibility among customers and carriers alike. Whether property damage is caused by water, fire, smoke, storms or other disasters, we deliver on our promise to deliver excellence, expertise and a customer experience that is second to none. At Paul Davis, our passion for quality drives everything we do.Our VisionTo Provide Extraordinary Care While Serving People In Their Time Of Need.Our ValuesDeliver What You PromiseRespect The IndividualHave Pride In What You DoPractice Continuous ImprovementOur MissionTo provide opportunities for great people to deliver Best in Class results