Project and Finance Coordinator - Rockford

Job Description

Job Description

We take care of people, who take care of people!

Ready to experience new career growth and the joy of helping others? Come join our team! SERVPRO® offers the satisfaction of helping those who need it most, along with benefits such as:

• Premium compensation 
• Career growth opportunities
• Best training available 
• Company paid professional development
• Health benefits to include medical, dental, vision, ADD, LTD, STD
• Holidays and PTO
• 401k with company match
• Team environment with supportive management

As part of one of the largest franchise systems in the country, SERVPRO® of Rockford is looking for a Project and Finance Coordinator to join our team. As a project and finance coordinator, you will provide support to Operation team members to ensure projects are completed within the company standards set in each of the Four Tenants of a Job File: Cycle Time, Documentation, Customer Service and Financials.

Additionally, you will be expected to:

• Facilitate the timely collection of accounts receivables by working with external stakeholders and Project Director and Project Manager by managing the collections process.
• Collaborate with Operations through clear communication, active listening and conflict resolution to build a successful working relationship.
• Accurately capture and maximize full line-item bills based on properly scoped project by operations.

Customer Satisfaction
• Provide outstanding customer service experience through communication from the first Quality Assurance call through the final collection of the project.
• Perform timely and effective Quality Assurance calls to stakeholders within 24-48 hours after project start date.
• Pursue customer satisfaction opportunities for 5-Star Google Reviews.
• Assist and support stakeholders throughout the payment and claims process, ensuring clarity on customer expectations and the flow of funds.
• Work with Operations to identify and immediately resolve stakeholder questions or concerns. 
• Actively participate in daily Check-In Meetings and weekly Work in Progress Meetings.
• Attend project kick-off meetings and verify that job files contain proper documentation to ensure internal alignment on project parameters, stakeholder involvement, and customer expectations.
• Attend webinars as required to stay current on HQ bulletins and additional program/vendor requirements.

Financial
• Assemble emergency services estimates to review and finalize with Project Director to fully capture scope of work.
• Ensure line-item bills are properly captured on invoices for direct vs indirect services including necessary taxes for royalty purposes.
• Generate invoices, perform customer billing and collections, meeting company cycle times and standards.
• Work with Project Directors and Project Manager to review and approve Work Orders, Purchase Orders and monitor job costs.
• Work with Insurance Stakeholders to navigate the disbursement of funds.
• Develop and monitor collection plans with Project Directors and Project Managers.
• Work with Project Accountants, Project Directors and Project Managers on forecasting collections.
• Manage and adhere to developed Accounts Receivable process to decrease invoice and collection cycle times.
• Arrange and track payment plans.

Job File Documentation
• Ensure complete mitigation and construction job file documentation.
• Review and validate all daily field documentation, ensure program and client specific requirements have been secured.
• Monitor and adhere to updated program requirements.
• Proactively communicate program requirements to the Operations Manager and teams.
• Transfer required documentation between software programs, including but not limited to executed paperwork, photos and docusketch links.
• Close WorkCenter files to maintain a clean and accurate WIP dashboard.
• Secure necessary or missing documentation from stakeholders.
• Review internal and external project communication and reporting.

Cycle Times
• Ensure project status accuracy in DASH.
• Monitor all Invoice Pending and Completed without Paperwork files to ensure timely invoicing and remove any barriers delaying the invoice process.
• Perform timely and accurate uploads, to ensure company compliance to program requirements.

Additional Duties and Responsibilities

• Occasional travel to the Naperville, IL office for meetings and training.

• Execute job file uploads based on documentation provided.
• Complete timely estimates to ensure invoicing cycle times are met.
• Maintain company database
• Attend company meetings
• Perform general office duties, such as drafting correspondence, filing and creating reports as needed
• Assist with daily housekeeping of the office
• Assist with Large Loss as needed

Decision Rights and Authority

• Execute job file uploads based on documentation provided
• Complete timely estimates to ensure invoicing cycle times are met

• Prepare and submit invoice and final billing documentation to stakeholders

Working Relationships and Scope

• Maintain timely communication and flow of information with field operations and other departments.
• Daily collaboration with Operations Manager to monitor and resolve mitigation and construction documentation or final product deficiencies.
• Facilitate collaborative relationships among internal teams and departments.

• Coordinate with Project Director and customer for timely collection of project payment.

Physical Demands

The physical demands described below are representative of those that are required to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle or feel, and to reach with hands and arms. The ability to speak and hear, in person and via telephone and other remote means, is required, as is near visual acuity. The employee is frequently required to stand and walk. The employee must regularly lift and/or move up to 10 pounds and frequently lift and/or move up to 25 pounds.