We are seeking some highly organized and detail-oriented Documentation Specialist to join our team in the mitigation and restoration industry. The ideal candidate will play a critical role in tracking, managing, and organizing project-related documentation to ensure smooth workflows and regulatory compliance. This role involves collaboration with project managers, technicians, insurance adjusters, and clients to create, maintain, and distribute thorough documentation for all restoration and mitigation projects.
Documentation Management:
Create, organize, and maintain digital and physical records of mitigation/restoration projects, including contracts, scope of work, photos, reports, and estimates.
Ensure all documents comply with company policies, industry regulations, and insurance requirements.
Insurance & Compliance Coordination:
Manage and prepare documentation required for insurance claims, invoicing, and auditing purposes.
Track and update project timelines, daily progress reports, and change orders.
Collaborate with project managers and estimators to ensure proper documentation of scope changes, supplemental claims, and compliance with local, state, and federal regulations.
Data Entry & Software Use:
Enter project data into specialized industry software (e.g., Xactimate, DASH, or Encircle).
Ensure data accuracy across multiple platforms and generate detailed job reports when needed.
Visual Documentation:
Collect and organize pre- and post-project photos to document damages, mitigation efforts, and restorations.
Manage photographic evidence for insurance claims and progress tracking.
Communication & Support:
Collaborate with technicians, estimators, and insurance adjusters to streamline documentation processes.
