Administrative Assistant

The primary responsibility of the Job File Coordinator is to monitor incoming leads from conversion to active job status through completion of work and customer invoicing. The Job File Coordinator will work closely with Production to maintain an accurate work-in-progress board and audit daily documentation for all job files. The Job File Coordinator will also review the scope, estimate, and job file documentation to ensure all program requirements are met and all work performed is accurately invoiced.

Primary Responsibilities

· Monitor job file status to ensure accuracy in all job file documentation daily.

· Communicate daily with Production crews to ensure all required documentation is captured on site at point of task.

· Create/review estimate based on scope and photos from Production crew.

· Maintain an accurate Work in Progress board for all active leads/projects.

· Monitor and ensure all client requirements are followed.

· Maintain internal and external communications with all stakeholders.

· Review timestamps and other datapoints to reflect accurate reporting/KPMs.

· Complete and review job file documentation for final upload and the audit process

· Perform internal audit of all projects to ensure estimate captures all work performed.

· Perform all job close-out activities, including coordination with accounting team to ensure proper invoicing.

· Assist other departments, as needed.

Education and Experience Requirements

· High school diploma/GED is required.

· Previous office/estimating experience preferred.

· Exceptional customer service skills, strong administrative abilities, and excellent verbal and written communication skills required.

· Proficiency in using various digital tools and technologies to complete job tasks efficiently.

· Experience in the restoration, construction, or insurance industry is a plus.

Physical and Work Environment Requirements

This is a largely sedentary role in an office environment. However, some filing may be required. This could require the ability to lift files, open filing cabinets, and bend or stand on a step stool as necessary.

Normal Working Hours, Additional Working Hours, and Travel Requirements

This is a full-time position, working hours varying between 9:00 a.m. and 5:00 p.m., Monday–Friday. This position may require longer hours and some flexibility in hours may be needed depending upon business needs.