Project Coordinator

Job Description

Job Description

About McCabe Restoration

McCabe Restoration, based in Memphis, TN, is a leading provider of restoration services dedicated to helping individuals and businesses recover from unforeseen disasters. With a strong commitment to quality, integrity, and customer satisfaction, McCabe Restoration offers a comprehensive range of services, including water damage restoration, fire and smoke damage restoration, mold remediation, and reconstruction. Our experienced team utilizes state-of-the-art equipment and industry best practices to deliver efficient and effective solutions, restoring properties and peace of mind. We pride ourselves on our professionalism, rapid response, and unwavering dedication to our clients throughout the entire restoration process.

Job Description

Administrative & Documentation Support

• Enter Customer job information into Job Database (RM, PSA), ensuring thorough and accurate data entry.

• Send DocuSign Work Authorizations/Contracts to customers for electronic signature after estimate approval in coordination with the Estimator, ensuring payment schedules are outlined in the contract.

• Handle the processing of trade and supplier invoices to include:

  • Match invoices to purchase orders and flag outliers

  • Review invoices with project managers to secure approval

  • Prepare invoices, and forward to estimator to deliver to customer for payment.

• Assist in the budgeting process to include:

  • Import estimate into job management system, PSA, if not completed by estimator

  • Review work orders and overall budget to ensure it aligns with company targets

  • Distribute work orders (subcontracts) to trade partners(subcontractors) as identified by the PM’s. Purchase Order must be obtained to move the subcontract.

• Assist in the creation of job schedules and coordinate changes with the PM’s as necessary

• Follow up on the payment schedules and ensure collections align with the agreed terms.

• Attend WIP meetings and coordinate outcomes from the meetings

• Ensure adherence to company change order policy and assist PM’s and Estimators as necessary in the CO process Sent out by DocuSign and deposits collected prior to any work starting.

Third-Party Administrator (TPA) Monitoring

• Daily monitoring of TPA platforms, including Contractor Connection, Westhill, Sedgwick, etc.

• Ensure compliance with TPA guidelines and maintain best-in-class performance rankings.

• Follow up with adjusters for estimate approvals and supplement requests when the estimator requests assistance.

• Make sure all photos are labeled when needed.

• The estimator is to copy the PC on all estimates and supplements sent to the adjuster or carrier.

Job Tracking & Reporting

• Attend weekly meetings with VP of Construction, Estimators and PM’s to review all assigned jobs: Received, Scoped, Pending, Sold, WIP (Work in Progress), and Completed.

• Ensure weekly job notes are updated. If a job remains in the same status for multiple weeks, escalate the issue to the VP of Construction

• Track collected vs. collections on jobs and alert the VP of Construction if any job exceeds $25,000 in collections.

• Flag jobs that have started without deductible or deposit collection or a proper draw schedule and notify the VP of Construction.

• Assist the PM in sending a Punch List to the insured via DocuSign. The PM will provide pictures and all items that need to be completed, and the PC will compile a list and send it to the insured for sign-off

• Follow up with PM to submit marked complete supervisor estimate to PC for filing.

Accountability & Performance Metrics

• Weekly job status reports shared with PMs and VP of Construction.

• Attend bi-weekly WIP meetings with VP of Construction

• Key Performance Indicators (KPIs):

  • TPA compliance and POM scores

  • Job status updates completed weekly

  • Invoice & Contract accuracy rate

  • Number of delayed or on hold jobs

  • Contract & Invoice creation & follow up turnaround time

Additional Responsibilities

• Ensure all claim information is collected, including deductible.

• Confirm job has been approved for production.

• Collect ATRs (Authorization to Repair), contracts, COCs (Certificate of Completion aka signoffs), TPAs (Third Party Administrator required documents), Cos (Change Orders), and other documentation.

• Request EagleView reports as needed.

• Maintain and update weekly progress notes.

• Ensure TPA compliance and complete necessary uploads.

• Prepare and process lien waivers.

• Compile and submit marked supervisor estimate and supporting paperwork.

• Coordinate temporary assignments as needed.

• Assist Estimators in communications with customers, agents, adjusters, and TPAs.

• Enter project dates accurately into Databases (RM, PSA) (and corresponding TPA systems).

• Assist Estimators in uploading and organizing job photos in TPA portals, as needed

Job Type: Full-time

Pay: $40,482.00 - $50,828.00 per year