Job Title: Project Coordinator – Flood & Fire Damage Restoration
Job Overview: The Project Coordinator supports the Project Director by managing administrative and office-based tasks to ensure the smooth execution of flood and fire damage restoration projects. This role involves inputting notes and documentation into the production system, managing job files, reviewing documents and budgets, and facilitating communication between team members, insurance companies, and Third-Party Administrators (TPAs). The Project Coordinator plays a key role in keeping the project organized and on track.
Key Responsibilities:
1. Administrative Support:
Enter and update job notes, project milestones, and other relevant information in the production management system as directed by the Project Director.
Assist in document control by organizing and maintaining job files, contracts, approvals, and correspondence.
Prepare and submit requests to insurance companies and TPAs as directed.
Upload all required documents into company programs and ensure accurate file management across all platforms.
2. Documentation and Communication:
Review estimates, contracts, and budgets for accuracy and completeness.
Ensure all required documents are submitted on time to insurance providers and TPAs.
Facilitate communication between internal team members and external stakeholders (homeowners, vendors, insurance adjusters, etc.).
3. Budget and Cost Tracking:
Support the Project Director in reviewing project budgets to ensure accuracy.
Input and track change orders, supplements, and additional work orders.
Ensure accurate documentation of approvals and customer authorizations.
4. Scheduling and Coordination:
Coordinate scheduling of inspections, repairs, and subcontractor work based on the project timeline.
Update and maintain project calendars and notify team members of important deadlines.
Support the Project Manager and Director with scheduling walkthroughs, follow-ups, and final inspections.
5. Quality and Compliance:
Ensure that all job files meet company documentation standards.
Verify that required insurance and regulatory forms are completed and filed appropriately.
Track status updates to ensure compliance with TPAs and insurance requirements.
6. Project Closeout:
Assist in preparing and distributing final project documentation to the homeowner.
Ensure all files are properly closed out and stored in accordance with company procedures.
Log warranty documents and track any post-project claims or follow-ups.
Required Qualifications:
Previous experience in an administrative or project support role, preferably in construction, restoration, or insurance-related fields.
Strong organizational and time-management skills.
Excellent written and verbal communication skills.
Proficiency with project management or production tracking software.
Ability to follow direction and work collaboratively with a team.
Attention to detail and accuracy in documentation and data entry.
