Reconstruction Administrative Coordinator

Job Description

Job Description

Reconstruction Coordinator

Are you looking for a dynamic role where you can contribute to a top-rated, employee-owned company?

Join Oregon Restoration, named one of Oregon’s Top 100 Companies to Work For every year since 2019, as a Reconstruction   Coordinator . We’re looking for a service-oriented professional who actively looks for ways to help others, adapts to client and team needs, and excels at problem-solving.

Oregon Restoration is the premier Water Damage and Mold Mitigation company in Oregon and SW Washington which also owns and operates companies in Asbestos Abatement, Plumbing, and Commercial Services as part of the Team Blue family of companies.  For over 15 years, we have been a fast-growing, employee-owned company, focused on providing excellent customer service while restoring homes and businesses.

As a company, we take pride in providing a better place to work that goes beyond the bottom dollar. We enjoy working hard, but taking care of our valued employees and keeping our great people happy is the key to our success. We’ve been recognized in the Top 100 Best Companies to Work for in Oregon, by Oregon Business magazine for seven consecutive years! We've been taking care of our employees since before it was cool. If that sounds good to you, we'd love to talk to you about joining our team.

Summary/Objective

The Reconstruction Coordinator serves as the business manager for assigned reconstruction files. This role owns
lifecycle governance from lead through closeout, ensuring operational, contractual, and financial milestones are
tracked, communicated, and reported accurately.

While Estimators remain customer facing during the sales process and Project Managers retain authority over
execution and budget performance, the Reconstruction Coordinator owns continuity. The Coordinator ensures
files move forward without stalls, risks are surfaced early, financial exposure is visible, and accountability is
reinforced through reporting rather than manual audits.

Essential Functions

File Lifecycle Governance
• Own lifecycle visibility for assigned files from lead creation through final closeout.
• Track progression through sales, contract execution, production, billing, and collections.
• Maintain continuous awareness of file health, risks, and blockers.
• Ensure no file advances to the next phase without meeting defined readiness criteria.
• Serve as the central point of continuity across departments for each assigned file.

Sales Process Governance
• Track estimator activity on leads and active sales opportunities.
• Monitor milestones related to inspections, estimate completion, submissions, and approvals.
• Govern timelines and deadlines for TPA and program work.
• Surface risks, delays, or missing items through reporting and structured escalation.
• Do not negotiate scope or pricing with customers, carriers, or TPAs.

Contract and Setup Oversight
• Verify execution of service agreements and reconstruction contracts.
• Confirm proper document categorization and storage within systems of record.
• Track contract status and readiness prior to production handoff.
• Ensure production does not begin without contractual alignment and visibility.

Production Phase Coordination
• Track production milestones and schedule alignment.
• Monitor budget exposure and surface scope related risks requiring estimator involvement.
• Partner with Project Managers and Production Managers to maintain execution visibility.
• Escalate systemic issues or recurring patterns impacting delivery or compliance.

Billing and Financial Communication
• Track billing readiness and invoice issuance timing.
• Coordinate with Accounting to ensure invoices are issued accurately and timely.
• Manage carrier and customer communication regarding payment timing.
• Educate customers on insurance driven payment processes and expected cash flow.
• Manage financial follow up through forty five days post completion.
• Escalate files to Accounting after defined aging thresholds for formal collections and lien protection.

Accounts Payable Verification, Governance Only
• Verify approved subcontractor and vendor invoices are associated with the correct project.
• Confirm invoice approvals align with completed work and approved scope.
• Do not perform cost coding or enter invoices for payment.
• Surface discrepancies to Project Managers and Accounting for resolution.
• Support financial governance by ensuring AP activity aligns with project reality.

Reporting and Governance
• Maintain data accuracy within reporting systems.
• Leverage Power BI dashboards to monitor lifecycle health and financial exposure.
• Proctor WIP, billing, and recap meetings through structured reporting.
• Highlight exceptions, aging, and risks requiring leadership attention.
• Reduce reliance on routine manual audits through exception based oversight.

Compliance and Quality Control
• Ensure compliance with internal standards and program requirements.
• Validate completeness of documentation, notes, and required fields.
• Support audits triggered by reporting thresholds rather than routine file checks.
• Reinforce consistent standards across all assigned files.

Knowledge and Experience Required

• 2–4 years of coordination, estimating, or operations support experience in restoration or construction.
• Proficiency with DASH, spreadsheets, and document management systems.

Other Duties

Please note the above is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Scheduling and Dress Code Policy

This position is a full-time position ranging from 32-40hrs per week. Due to the nature of our industry some overtime, after hours and weekends, while unlikely, may be required. The schedule for this position is Monday to Friday between the hours of 7:30am to 4pm, with overtime on occasion. Arriving at the scheduled time is a vital part of the position. Dress code is office casual.

Location

Please note this positions is an in person only. No remote work is available. We are located by Bridgeport Mall. Please review our location before applying.

Benefits

· Upward mobility in a fast-growing company

· Flexible schedule

· Robust Paid time off and paid holidays

· 401(k) + 100% Match up to 4%

· Health insurance

· Dental insurance

· Vision insurance

· Life insurance

· Short-Term Disability Insurance

· Employee assistance program

· Professional development assistance

· Volunteer Hours Reimbursed

· Reimbursements of Costco, AAA & NW Forest Pass

· Tuition reimbursement

NOTE:

-  We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

- E-Verify is used to ensure authorization to work in the United States.

-Please do not call office about this job position. Please use indeed or one of the provided email addresses.

-After a candidate has been selected and a conditional offer letter has been signed, all candidate regardless of position will require clearance of a background check. If this position is a driving position, a driving background check must also be completed and cleared.

-Local applicants only.

Thank you for your interest! We look forward to working with you.