Administrative Project Coordinator

Job Description

Job Description

Benefits:

• Free uniforms
• Paid time off
• Competitive salary
• Opportunity for advancement
• Training & development
• Tuition assistance

What This Role Is

As the premier Property Restoration experts, at Paul Davis, we help homeowners and businesses recover after damage from events like water leaks, fires, mold, and storms—handling everything from emergency cleanup to full reconstruction.

When something goes wrong in a home or building, it’s stressful, urgent, and often confusing. Our job is not just to fix the damage—but to guide our customers through the entire process.

This role is the central hub of that process. You will own the customer journey from first call through project completion—ensuring every client feels informed, supported, and confident in choosing Paul Davis.

You will also serve as the internal bridge between all teams—maintaining office operations and keeping Mitigation, Contents, Reconstruction, and Accounting aligned and moving efficiently.

This role plays a critical part in ensuring jobs are executed efficiently, documentation is complete, and company performance standards are consistently met.

What You’ll Be Responsible For (Job Responsibilities)

Administrative Coordination & Office Support

• Serve as the administrative hub of the office, ensuring information, documentation, and communication flow smoothly throughout the organization
• Answer and direct all inbound office calls professionally and efficiently
• Complete intake, file creation, and data entry for all new jobs
• Maintain organized digital filing systems, job files, and office records
• Coordinate office supplies, administrative needs, and general office organization
• Maintain all employee and subcontractor documentation and personnel records
• Support billing, collections, and accounts receivable efforts

Customer Service & Communication

• Serve as a primary point of contact for customers throughout the job process

· Handle all inbound office calls including leads, and new job opportunities

• Educate customers on our services, processes, and value to help convert leads
• Provide proactive updates to customers to ensure they feel informed and supported
• Handle customer questions, concerns, and requests with professionalism and urgency

Project & Program Coordination

• Coordinate communication between Mitigation, Contents, and Reconstruction teams 
• Assist with scheduling, dispatching, and resource coordination
• Proactively monitor job progress to help keep projects moving forward
• Maintain a strong understanding of insurance carrier requirements, TPA guidelines, and service level agreements (SLAs)
• Support program compliance, documentation requirements, and scorecard performance across insurance and TPA programs
• Assist in maintaining accurate job documentation required for approvals, billing, and payment

 
What Success Looks Like

• Phones are answered professionally, customers receive timely responses, and important information is routed accurately
• Job files, documentation, and records are correctly organized and maintained 
• Customers feel informed, supported, and confident throughout the process
• Strong communication exists between internal teams and customers 
• Jobs move smoothly between departments with minimal communication gaps
• Insurance carrier, program, and TPA requirements are completed accurately
• The office runs efficiently, administrative tasks are completed consistently, and team members can rely on you for support
• Increased success rate and attachment rate on inbound job opportunities
• High compliance scorecards are maintained across TPA and insurance programs

 
Who You Are (Qualifications)

• Experienced in administrative, customer service, or similar support roles
• Professional, personable, and comfortable speaking with customers, vendors, and team members throughout the day
• Highly organized with strong attention to detail and follow-through
• Dependable and reliable. You are prepared to complete tasks accurately and timely
• Strong communicator with excellent phone etiquette and written communication skills
• Able to learn new software, systems, and processes quickly and retain training effectively
• Comfortable managing multiple priorities in a fast-paced environment
• Naturally proactive and willing to take initiative when problems arise
• Customer-focused with a positive, service-oriented attitude
• Tech-capable and proficient with Microsoft Office and web-based software systems

Preferred Qualifications

• Experience in construction, restoration, or similar service-based industries
• Experience coordinating schedules, projects, or service work
• Experience working with insurance carriers, TPAs, or compliance-driven environments

Preferred Qualifications

• Experience in construction, restoration, property management, insurance, or similar service-based industries
• Experience coordinating schedules, projects, or service work
• Experience working with insurance carriers, TPAs, or compliance-driven environments

 

Why Join Us
At Paul Davis, we help people rebuild their homes and properties after disasters causing water, wind or fire damage—and we take that responsibility seriously.

You’ll be part of a team that:
- Values ownership, accountability, and growth
- Invests in people, not just roles
- Is building something scalable and best-in-class

This is not just an admin role—it’s a career path into operations, project management, or leadership.

Compensation & Benefits
- Competitive hourly pay (based on experience)
- Paid Holidays, Vacation and Sick time
- Paid training and development
- Clear growth path within the organization
- Exciting team culture and strong leadership support