Job File Coordinator

Job File Coordinator

The Job File Coordinator is responsible for managing and maintaining accurate job documentation throughout the restoration process. This role supports production teams, customers, insurance carriers, and office staff by ensuring all job files are complete, compliant, and processed efficiently. The ideal candidate is detail-oriented, organized, customer-focused, and able to thrive in a fast-paced environment.

Key Responsibilities

• Create, maintain, and update job files from intake through completion
• Ensure all required documentation, photos, estimates, and forms are uploaded and accurate
• Coordinate communication between customers, insurance adjusters, subcontractors, and internal teams
• Monitor job progress and follow up on missing information or approvals
• Review job files for compliance with company and insurance standards
• Assist with scheduling, work authorizations, and invoicing support
• Enter and maintain data in company management software systems
• Track deadlines and ensure timely completion of administrative tasks
• Provide excellent customer service and respond professionally to inquiries
• Support office operations and additional administrative duties as assigned
• Estimate writing using Xactimate

Qualifications

• High school diploma or equivalent required
• Previous administrative, coordinator, or office support experience preferred
• Minimum of 1 year experience required in restoration, construction, insurance, or service industries is required
• Strong organizational and multitasking skills
• Excellent verbal and written communication abilities
• Proficiency with Microsoft Office Suite and data entry systems
• Ability to work independently and prioritize tasks effectively
• Strong attention to detail and problem-solving skills

Preferred Skills

• Knowledge of Xactimate, DASH, or restoration management software
• Familiarity with insurance claims processes
• Customer service experience in a high-volume environment
• Ability to handle confidential information professionally

Physical Requirements

• Primarily office-based work
• Ability to sit, type, and use office equipment for extended periods
• Occasional lifting of files or office supplies up to 20 pounds

Flexible work from home options available.