Project Coordinator

The Project Coordinator plays a central role in keeping restoration projects organized, on schedule, and fully documented from initial intake through final invoicing. This position supports both the mitigation and reconstruction teams by managing communication, tracking job progress, ensuring compliance with industry standards, and delivering a smooth experience for customers, adjusters, and referral partners.

This is a detail‑driven, communication‑heavy role ideal for someone who thrives in a fast-paced environment and enjoys being the operational backbone of the team.

• Create new jobs in restoration software (e.g., Encircle, Xactimate, PSA, Job-Dox)
• Collect and organize all required job documentation, including work authorizations, moisture logs, photos, estimates, and reports
• Maintain accurate digital job files and ensure all required documents are uploaded in real time
• Track job milestones and update project statuses daily

• Coordinate technician schedules, subcontractors, and vendor appointments
• Ensure materials, equipment, and specialty services are ordered and delivered on time
• Monitor job timelines and proactively identify delays or missing information
• Communicate daily with field teams to confirm progress and next steps

• Serve as a primary point of contact for homeowners, property managers, and insurance adjusters
• Provide regular updates on job status, scheduling, and documentation needs
• Support the team in delivering a professional, transparent, and stress‑reducing customer experience

• Assist with preparing and submitting estimates, supplements, and invoices
• Ensure all documentation meets insurance carrier requirements and industry standards
• Follow up on outstanding items needed for claims approval or payment
• Maintain compliance with IICRC standards and company SOPs
• Track job costs, purchase orders, and subcontractor invoices
• Assist with billing, collections, and closing out completed jobs
• Generate weekly project status reports for leadership

• 1–3 years of administrative, coordination, or project support experience
• Strong organizational skills with the ability to manage multiple active jobs
• Excellent written and verbal communication skills
• High attention to detail and accuracy
• Comfortable with technology and learning new software platforms
• Proficiency with Microsoft Office (Excel, Word, Outlook)
• Ability to work in a fast-paced, deadline-driven environment

• Experience in the restoration, construction, or property management industries
• Familiarity with Xactimate, DASH, or similar platforms
• Understanding of insurance claims processes and documentation requirements
• Knowledge of IICRC standards for water, fire, and mold mitigation

• Strong follow-through and accountability
• Ability to support both field and office teams with equal effectiveness