Project Coordinator

Project Coordinator

Royal Restoration is a growing property damage restoration company specializing in emergency services (water, mold, fire), contents cleaning services, and full reconstruction. We work closely with insurance carriers, TPAs, property managers, and homeowners to deliver fast, compliant, and high-quality restoration services. We are seeking an experienced Project Coordinator with strong TPA/SLA workflow experience to support and help our project coordination. This role is ideal for someone who is organized, proactive, and experienced with keeping repair projects movingfrom approval through completionwhile maintaining strong documentation, scheduling, and communication.

The Project Coordinator is responsible for coordinating Mitigation and repair/reconstruction jobs from assignment through completion and closeout. This role requires a strong understanding of insurance repair workflows, documentation standards, scheduling, subcontractor coordination, material tracking, and supporting billing/collections processesespecially within TPA-driven programs and SLA timelines.

Key Responsibilities:

• Coordinate reconstruction/repair projects across multiple trades (drywall, paint, flooring, cabinetry, trim, electrical, plumbing, HVAC, etc.)
• Manage job intake, work authorizations, customer onboarding, and required documentation
• Support compliance for TPA programs and SLA/KPI timelines, including (as applicable): Contractor Connection, Alacrity, Sedgwick
• Schedule and manage job milestones: site visits, walkthroughs, subcontractors, material deliveries, inspections, and completion dates
• Request, collect, and organize subcontractor bids, scopes, COIs, W-9s, pricing, and availability
• Coordinate ordering, lead times, and delivery of materials (cabinets, flooring, drywall, paint, fixtures, etc.) to prevent delays
• Maintain accurate and complete documentation: photos, notes, signed approvals, change orders, permits/inspection updates (as applicable), and closeout files
• Assist project managers/estimators with estimates, supplements, and approval requests by gathering needed documents, photos, bids, and supporting details
• Communicate clearly with customers, property managers, subcontractors, adjusters, and TPA reviewers to keep projects moving
• Maintain accurate internal job tracking and status reporting (timelines, blockers, next steps, and responsibilities)
• Proactively identify delays and help resolve issues before they impact schedules, approvals, or customer satisfaction
• Support project managers and field teams with day-to-day coordination to ensure smooth execution
• Assist with billing and accounts receivable (AR) follow-up by contacting customers and stakeholders on outstanding balances, confirming payment status, documenting communications, and coordinating with accounting to resolve invoice questions or closeout requirements

Required Qualifications (Must Have):

• TPA program experience / SLA-driven coordination experience (repair/rebuild side)
• Experience coordinating reconstruction/repair projects in restoration or construction
• Strong scheduling and multi-project management skills in a fast-paced environment
• Excellent written and verbal communication, with high customer service standards
• Strong attention to detail, follow-through, and documentation discipline
• Comfortable using software and systems (project management, estimating, documentation tools)

Preferred Qualifications:

• Xactimate experience (or ability to learn quickly)
• Experience with large-loss, multi-unit, or multi-trade rebuilds
• Knowledge of insurance billing, invoicing, change orders, and closeout packages
• Prior restoration or construction office coordination background
• Experience supporting AR/collections processes (customer follow-up, invoice questions, closeout support)

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Paid training
• Vision insurance

Work Location: In person

About Us: Royal Restoration Inc. has been serving the Springfield, VA community for over a decade, providing top-notch restoration services that customers trust. Our commitment to quality, integrity, and customer satisfaction makes us a leader in the industry, and our team members enjoy a supportive and dynamic work environment that fosters professional growth. Compensation: $42,000.00 - $62,000.00 per year