Project Support Specialist

Project Support Specialist

The Project Support Specialist serves as the administrative backbone of the Operations Department. This role acts as the critical link between office operations and field execution, ensuring that Project Managers have accurate documentation, compliant job files, and the administrative support needed to successfully manage projects. While Project Managers own the schedule and financial outcomes of their jobs, the Project Support Specialist ensures all supporting documentation, compliance requirements, and billing processes are complete, accurate, and maintained in real time.

Key Responsibilities

• File Compliance & Documentation: Audit job files daily in the CRM to ensure all required photos, logs, and documents are complete, accurate, and properly uploaded; monitor TPA portals for compliance and escalate risks.
• Billing Support: Assist with invoice preparation by validating line items against field documentation; ensure all billing is supported by signed approvals, including change orders, prior to submission.
• Schedule Coordination: Maintain accurate digital schedules that reflect field progress; assist with customer communications regarding appointments and updates; flag scheduling variances to management.
• Vendor & Subcontractor Administration: Collect and verify subcontractor compliance documents (COIs, W-9s, agreements); manage lien waivers and support invoice matching for job costing.
• Cross-Functional Support: Receive and set up new job files from Intake, support Estimating with administrative details, and perform final job file audits to ensure completeness prior to closeout.
• Division Support: Assist with mitigation or construction-specific administrative needs, including moisture log review, billing packet preparation, selections tracking, and deposit monitoring as applicable.

Qualifications

• 2+ years of experience in construction, restoration, or insurance preferred.
• Experience with CRM systems (e.g., Albi, Salesforce, or similar).
• Familiarity with insurance/TPA portals is highly desirable.
• Basic understanding of construction billing concepts (draws, retainage, change orders, deductibles).
• Experience with Xactimate or construction billing is a plus.

Knowledge, Skills, & Abilities

• Strong organizational skills with the ability to manage multiple active projects simultaneously.
• Exceptional attention to detail and accuracy.
• Clear verbal and written communication skills.
• Ability to de-escalate situations and communicate professionally with customers.
• Comfortable working cross-functionally with operations, sales, and field teams.
• Proficiency with digital tools including CRMs and document management systems.
• Fast and accurate typing ability (50+ WPM preferred).
• Basic sales aptitude and ability to guide customers when needed.

Work Environment & Physical Requirements

• Office-based role requiring prolonged periods of sitting and computer use.
• Frequent use of phone/headset and typing systems.
• Ability to manage multiple tasks in a fast-paced environment.

Schedule

• Full-time position
• Hours may vary based on operational needs
• Overtime and rotating on-call availability required, including weekends as needed.

Compensation: $18.00 - $22.00 per hour At Spartan Emergency Water Removal, we don't just offer jobs - we build careers. We're a fast-growing, forward-thinking team driven by innovation, collaboration, and a passion for excellence. Whether we're onsite, online, or in the office, we believe in doing great work with great people. We value fresh ideas, strong work ethic, and individuals who aren't afraid to grow, take ownership, and make an impact. Join us and be part of something bigger - where your work matters, your ideas are heard, and your career can thrive. Since 2015, Spartan has been Northern Virginia's trusted choice for mitigation and restoration services. As a proud Veteran-founded and operated company, we specialize in water, fire, mold, storm, asbestos, lead, and reconstruction services. Spartan is also Virginia's highest-rated water mitigation company, with over 1,000 5-star reviews. We proudly serve commercial and residential clients in Northern Virginia, Fredericksburg, Richmond, and the surrounding areas.