Specialty Services Job Coordinator

Job Description

Job Description

When a home or business is hit by water, fire, smoke or mold, Paul Davis Restoration of Northern Virginia is the team people call to put things right. We serve Loudoun, Fairfax, Fauquier, Prince William and Stafford Counties, and our Specialty Services department handles the contents, environmental and asbestos side of the work: packing out and cleaning belongings, remediating mold and hazardous materials, and getting families and businesses back to normal.

We are looking for a Specialty Services Job Coordinator to be the organizational center of that team. You will keep every job moving from first call to closing: signed paperwork in the file before crews start, customers and carriers informed, the schedule accurate and the job file audit-ready. If you like running a tight process, can keep a lot of plates spinning at once, and take pride in a job file with no gaps, we'd like to meet you.
 
What You'll Own

Work Authorizations & Customer Forms

• Own the signed work authorization (WA) on every Specialty job. Make sure it is signed and uploaded to RMS before any work starts. A WA that has been sent but not signed and filed doesn't count, and the crew does not start until it is in the file.
• Prepare, send, track and upload Certificates of Satisfaction/Completion (COS/COC), disposal authorizations, refund or reimbursement documents and other customer forms, honoring any hold notes on the file.
• Confirm with the production team at the daily huddle and EOD check-in which jobs are cleared to start.

  Job File Compliance (RMS / DASH)

• Manage the complete job file in RMS/DASH from intake through closing. Create and link jobs correctly, upload signed documents at signature and keep the file audit-ready at every stage.
• Keep a current journal note on every open job so anyone on the team can see the history. No open job should go five or more days without one.
• Review the RMS Compliance Manager twice daily, at the start and end of shift, for Pending and Warning items. Clear what you own and flag the rest to team members at huddle and EOD.
• Update the RMS supervisor of record to the assigned production PM so ownership is always clear.
• Make sure there are no documentation gaps between approved scope and the work completed and billed.

  EMS Updates

• Make sure EMS updates are posted the same day the work is done, and within each carrier's required timeframe, with accurate information.
• Use Power BI and missing-update reports to catch gaps early and put the full list in front of the team at huddle.

  Carrier, Customer & TPA Communication

• Run closed-loop communication with carriers, adjusters, customers and TPA partners, including PDRI, Contractor Connection and  Alacrity, according to each carrier's program guidelines.
• Acknowledge carrier messages the same day, even if only to confirm receipt and give a follow-up date. Respond within the carrier's stated timeframe, or within one business day where none is stated, and document every reply in the job file.
• Keep TPA platforms updated and monitor TPA compliance and KPI requirements. Escalate exceptions before they become misses.
• Use assignment notes and Power BI action lists to build customer courtesy-call lists and keep every party informed as projects move out of Pre-WIP.

Intake, Shared Mailbox & Scheduling Support

• Monitor and manage the department's shared mailbox throughout the day. Flag new assignments and service requests, route assignment notes for immediate action and make sure nothing sits unanswered.
• Handle customer onboarding and intake: job entry, compliance tasks, inspection scheduling, welcome letters and job documents sent, and TPA platforms updated.
• Support scheduling for contents and environmental crews. Confirm the next day's inspection and production calendar with each team member at the end of every day.

Closing & Reporting

• Prepare and submit closing requests, completing production-closed checklists and confirming the file is complete and the required signed documents are in place.
• Handle Pre-WIP and Post-WIP administrative tasks that move projects toward start and close.
• Prepare the daily End-of-Day (EOD) report using the team template, Power BI, assignment notes and call activity.
• Lead the 8:00 AM business-health huddle (by phone or Teams) with the team calendar, yesterday's EOD and the to-do list. Maintain the team to-do list from huddle outcomes, run the EOD team check-in call, and facilitate the weekly production team meeting (in person or on Teams) with action items and owners.

A Day in the Seat

• 8:00 AM: Lead the daily huddle by phone or Teams with the team calendar, yesterday's EOD report and open to-dos ready.
• 8:15 AM and 4:30 PM: Review the RMS Compliance Manager for Pending and Warning items.
• Throughout the day: Shared mailbox and email triage, customer onboarding (about 20 minutes per onboarding), WA and form                        follow-up, and carrier and TPA updates.
• Afternoon: Pre-WIP and Post-WIP work, document management, production-closed checklists and closing requests.
• 4:15 PM: Build the EOD report. 4:45 PM: Call each team member to confirm tomorrow's calendar.

What You Bring

Required

• 2+ years of experience in project coordination, job coordination or administrative operations, ideally in restoration, construction or insurance claims
• Experience with RMS, DASH or an equivalent job-tracking and file-compliance system
• Familiarity with TPA workflows and KPI requirements (PDRI, Contractor Connection, Alacrity or similar) and insurance carrier guidelines
• Comfortable working remotely and staying connected with the team through phone and Microsoft Teams
• Proficiency in Microsoft Office (Outlook, Word, Excel), including structured use of Outlook rules, flags and shared mailboxes
• Strong written and verbal communication skills. You can work professionally with adjusters, TPAs and homeowners who are going through a stressful loss.
• Exceptional organization. You can manage many active jobs at once against competing deadlines.
• High attention to detail in documentation and file compliance
• Self-directed. You spot workflow gaps and take ownership without being prompted.
• Valid driver's license and reliable transportation for occasional on-site work

Preferred

• Experience in a franchise restoration environment (Paul Davis, ServPro, ServiceMaster or equivalent)
• Working knowledge of water, fire, smoke, mold and environmental loss categories and of IICRC standards for contents and environmental work
• Experience with Power BI dashboards, EMS or Encircle
• IICRC certification (WRT or FSRT) or an Asbestos Safety Certificate

  Physical Requirements & Work Environment

• Remote role, with occasional on-site work at our Stafford office or local job sites as needed
• Reliable high-speed internet and a quiet, professional workspace suitable for phone and Teams calls with customers, carriers and the team
• Extended periods of computer work in job-management systems
• Occasional on-site help with warehouse inventory and physical organization when at the Stafford office

Compensation
Base Salary of $58,000-$65,000 a year, depending on experience plus bonus incentive program

Equal Opportunity Employer
Paul Davis Restoration of Northern Virginia is an equal opportunity employer. We consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, genetic information or any other characteristic protected by applicable federal, state or local law. Reasonable accommodations are available to qualified individuals with disabilities on request. Each Paul Davis franchise is independently owned and operated. 

Ready to keep Northern Virginia's restoration jobs on track? Apply today.

Flexible work from home options available.