Project Coordinator

This Project Coordinator job description is an expansion of the provided information, incorporating key responsibilities for handling architectural approvals (ACC/HOA) and managing insurance claim check endorsements from mortgage companies, which are critical in the insurance-based re-roofing sector.

The Project Coordinator is responsible for facilitating constant, clear, and professional communication between all stakeholders to ensure seamless project execution.

• Manage multi-trade projects after the customer signs an agreement
• Schedule and coordinate all aspects of the project, from start to finish, including all trades and scope of work
• Ensure all work is completed on time and within budget
• Monitor project progress and make adjustments as needed
• Communicate regularly with customers, contractors, team members, and insurance companies
• Resolve any issues or conflicts that arise during the project
• Ensure customer satisfaction is achieved
• Manage project documentation and records, including contracts, permits, warranties, invoices, and change orders
• Facilitate departmental communication between Estimating Team, Quality Team, Office Team, Project Managers, Homeowners, and others as necessary
• Obtain final Customer Review

• Handle any and all documents required for ACC forms for HOA approvals by working with homeowners to submit design plans, materials lists, and color samples for exterior modifications.
• Ensure all project plans comply with the community's architectural standards and governing documents (CC&Rs).
• Coordinate with the ACC/HOA to track approval status, clarify project details, and facilitate timely project launch.

• Handle document requirements for check endorsements from mortgage companies.
• Act as a liaison with the mortgage company's loss draft department to facilitate the endorsement of insurance checks made payable to both the homeowner and the lender.
• Gather and submit all required documentation to the lender, which may include the insurance loss statement, contractor estimates, signed agreements, and W-9 forms.
• Communicate openly with the property owner and the mortgage company to ensure a clear disbursement plan and prompt release of funds as work progresses.

• Homeowners:
• Maintaining regular contact with homeowners regarding scheduling, project progress, material selections, and final reviews
• Guide homeowners through their final payment options. This involves clear communication regarding payment processing via secure online payment links or arranging in-person check pickups for convenience, ensuring exceptional customer service during the final transaction
• Estimating Team: Collaborating with the estimating team during project setup and addressing any scope changes or clarifications needed
• Quality Team: Coordinating with the quality team to ensure all work meets company standards and regulatory requirements
• Project Managers: Providing updates to and receiving direction from project managers regarding field operations
• Permitting Team: Liaising with the permitting team to track application status, manage document submissions, and ensure timely acquisition of all necessary permits for job completion.
• Other Interconnected Departments: Facilitating communication with the Office Team, contractors, suppliers, and any other personnel necessary for successful job completion