Project Coordination Specialist

Project Coordination Specialist

SERVPRO Fort Collins is an industry leading water, mold, and large loss fire restoration company. SERVPRO quickly responds to property damage emergencies ranging from multimillion-dollar disasters to those suffered by individual businesses and homes. We have a sincere drive forward to make fire, water, & property damage, "Like it never even happened"!

The Project Coordination Specialist (PCS) is responsible for owning the administrative lifecycle of assigned restoration projects from initial assignment through final billing and closeout. This position combines the responsibilities traditionally held by the Project Coordinator (PC) and Job File Coordinator (JFC) into one accountable role. The PCS serves as the administrative partner to the Project Manager and ensures that every assigned project is properly documented, compliant, communicated, financially supported, audit-ready, and continuously progressing.

Essential Duties & Responsibilities:

• Review newly assigned projects for accuracy and completeness.
• Confirm customer, property, insurance, claim, adjuster, referral, and program information is properly documented.
• Ensure projects are established correctly within DASH and all applicable third-party platforms.
• Identify whether the project is Program/TPA, carrier-direct, commercial, self-pay, or otherwise subject to specific requirements.
• Confirm applicable CAT codes, referral information, job type, service line, and other required classifications.
• Ensure initial compliance actions and required documentation are established.
• Coordinate with Intake and the assigned Project Manager to resolve missing or conflicting information.
• Confirm customer contact and inspection scheduling are documented appropriately.

The PCS is responsible for maintaining a complete, accurate, and professional administrative job file throughout the life of the project. Responsibilities include:

• Maintain current project notes, dates, statuses, contacts, and required documentation.
• Ensure documentation accurately reflects what is occurring in the field.
• Confirm required photos, forms, authorizations, reports, estimates, sketches, drying documentation, invoices, and supporting documents are present.
• Identify missing or incomplete documentation and follow up with the responsible team member.
• Ensure significant customer, adjuster, carrier, subcontractor, and internal communication is documented.
• Maintain clear next steps and responsible parties within the job file.
• Prevent files from becoming stagnant or lacking documented interaction.

Required Skills & Competencies:

• Strong organization and time management
• High attention to detail
• Ability to manage multiple projects simultaneously
• Strong written and verbal communication
• Ability to identify priorities and independently take action
• Critical thinking and problem solving
• Professional customer service
• Accountability and follow-through
• Ability to recognize and escalate risk
• Understanding of restoration project workflows
• Ability to interpret carrier and TPA requirements
• Ability to work collaboratively with Project Managers and field teams
• Comfort working within multiple technology platforms, to include:
• DASH, WorkCenter / WC2, XactAnalysis, Xactimate, Contractor Connection, Digital Review, DocuSketch, QuickBooks and/or applicable accounting workflow systems.

Compensation: $25.00 - $30.00 per hour