Project Support Specialist

divh2Project Support Specialist/h2pThe 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./ppBenefits include 401(k), 401(k) matching, company parties, dental insurance, health insurance, opportunity for advancement, paid time off, parental leave, training development, and vision insurance./ppSpartan Emergency Water Removal is a USMC Disabled Veteran founded company specializing in water, fire, mold, storm, environmental, and reconstruction services. We proudly serve Northern Virginia, Fredericksburg, Richmond, and surrounding areas. We are committed to professionalism, accountability, and delivering exceptional service to our customers./ppKey responsibilities include:/pulliFile 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./liliBilling 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./liliSchedule Coordination: Maintain accurate digital schedules that reflect field progress; assist with customer communications regarding appointments and updates; flag scheduling variances to management./liliVendor Subcontractor Administration: Collect and verify subcontractor compliance documents (COIs, W-9s, agreements); manage lien waivers and support invoice matching for job costing./liliCross-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./liliDivision Support: Assist with mitigation or construction-specific administrative needs, including moisture log review, billing packet preparation, selections tracking, and deposit monitoring as applicable./li/ulpQualifications include:/pulli2+ years of experience in construction, restoration, or insurance preferred./liliExperience with CRM systems (e.g., Albi, Salesforce, or similar)./liliFamiliarity with insurance/TPA portals is highly desirable./liliBasic understanding of construction billing concepts (draws, retainage, change orders, deductibles)./liliExperience with Xactimate or construction billing is a plus./li/ulpKnowledge, skills, and abilities include:/pulliStrong organizational skills with the ability to manage multiple active projects simultaneously./liliExceptional attention to detail and accuracy./liliClear verbal and written communication skills./liliAbility to de-escalate situations and communicate professionally with customers./liliComfortable working cross-functionally with operations, sales, and field teams./liliProficiency with digital tools including CRMs and document management systems./liliFast and accurate typing ability (50+ WPM preferred)./liliBasic sales aptitude and ability to guide customers when needed./li/ulpWork environment and physical requirements include:/pulliOffice-based role requiring prolonged periods of sitting and computer use./liliFrequent use of phone/headset and typing systems./liliAbility to manage multiple tasks in a fast-paced environment./li/ulpSchedule:/pulliFull-time position/liliHours may vary based on operational needs/liliOvertime and rotating on-call availability required, including weekends as needed./lipCompensation: $18.00 - $22.00 per hour/p/ul/div

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