SERVPRO Job File Coordinator

Do you thrive in a fast-paced environment where organization, accuracy, and customer service are critical to success? Are you detail-oriented, comfortable working with technology, and motivated by helping projects move efficiently from start to finish? Job File Coordinator SERVPRO Team Spinner is seeking a Job File Coordinator to play a vital role in supporting our restoration operations. This position is responsible for managing project documentation, coordinating job files, supporting estimating and billing activities, and ensuring completed work is invoiced and collected accurately and efficiently. As the central hub between Production, Customers, Insurance Carriers, Accounting, and Management, the Job File Coordinator helps ensure every project file is complete, compliant, properly documented, and ready for successful invoicing and closeout. Benefits 401(k) matching Bonus based on performance Competitive salary Health insurance Opportunity for advancement Paid time off Training & development Key Responsibilities Job File Management Monitor active job files daily to ensure documentation is complete, accurate, and current. Maintain an accurate Work-In-Progress (WIP) Board for all active projects. Review field documentation, photos, moisture readings, and scope notes to ensure completeness before crews leave the jobsite. Identify missing information and proactively coordinate with production personnel to obtain required documentation. Monitor job file audit scores and resolve documentation deficiencies. Ensure all customer, carrier, and national account requirements are met throughout the project lifecycle. Estimating & Documentation Review project scopes and preliminary estimates for completeness and accuracy. Assist with estimate development and revisions using Xactimate. Ensure job files contain all required documentation necessary for invoicing, auditing, and compliance. Review timestamps and operational data to support accurate reporting and performance metrics. Billing, Invoicing & Collections Manage the customer invoicing process to ensure completed work is billed accurately, completely, and within established timelines. Review estimates, job documentation, supporting records, and project files to verify all services performed are properly captured and invoiced. Coordinate with Production to resolve billing discrepancies and ensure timely invoice submission. Monitor accounts receivable aging and assist with collection efforts to maintain healthy cash flow and minimize outstanding balances. Communicate professionally with customers, insurance carriers, third-party administrators, and commercial clients regarding invoice status, payment inquiries, and documentation requests. Maintain detailed records of invoicing, collection activities, payment commitments, and account communications. Communication & Reporting Maintain effective communication with production teams, office staff, management, customers, subcontractors, insurance representatives, and corporate stakeholders. Provide project updates and documentation status reports as needed. Maintain accurate notes and correspondence within company systems. Assist management with operational reporting and job file performance metrics. Job Closeout & Auditing Perform internal audits to ensure all work performed is properly documented and billed. Review final estimates for accuracy and compliance with client guidelines. Prepare completed job files for upload, invoicing, and final closeout. Ensure projects are billed promptly and accurately. Qualifications High School Diploma or GED required. Previous administrative, office coordination, project coordination, estimating, or accounting experience preferred. Experience in restoration, construction, insurance, property management, or related industries is highly desirable. Strong customer service and communication skills. Excellent organizational and time-management abilities. Strong attention to detail and commitment to accuracy. Experience with Xactimate, XactAnalysis, WorkCenter, QuickBooks, or similar software is preferred. Understanding of invoicing, accounts receivable, and collections processes is preferred. This job operates in a professional office environment and routinely uses standard office equipment such as computers, phones, photocopiers. This job requires the ability to lift files, open filing cabinets, and bend, stand, walk, and sit for extended periods of time. Normal Working Hours, Additional Working Hours, And Travel Requirements This is a full-time position working hours between 8:00 a.m. and 5:00 p.m., Monday–Friday. This position may require longer hours, and some flexibility in hours may be needed dependent upon the business needs. Language Spanish (Preferred) Compensation Compensation: $40,000.00 - $50,000.00 per year All employees of a SERVPRO® Franchise are hired by, employed by, and under the sole supervision and control of an independently owned and operated SERVPRO® Franchise. SERVPRO® Franchise employees are not employed by, jointly employed by, agents of, or under the supervision or control of Servpro Franchisor, LLC, in any manner whatsoever. #J-18808-Ljbffr SERVPRO of Vacaville / Dixon