Job File Coordinator

Job File Coordinator

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. This position involves performing various administrative tasks related to customer calls, job management, scheduling, and customer satisfaction. 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.

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. Promptly receive and enter lead calls and job referrals (First Notice of Loss - FNOL) into the system, ensuring accuracy and completeness. Provide exceptional customer service by addressing inquiries, resolving issues, and maintaining a friendly and professional demeanor when interacting with customers.

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.

This is a full-time position working 8:00 a.m.5:00 p.m., Monday through Friday. This position may require longer hours, and some flexibility in hours may be needed dependent upon the business needs.