SERVPRO File Coordinator

Future Opening: SERVPRO Job File Coordinator

Replies within 24 hours

• 401(k) matching
• Bonus based on performance
• Health insurance
• Opportunity for advancement
• Paid time off

SERVPRO Team Spinner is hiring a Job File Coordinator. Do you thrive in a fast‑paced environment where organization, accuracy, and customer service are critical to success? Are you detail‑oriented, comfortable working with technology, and motivated by helping projects move efficiently from start to finish?

SERVPRO Team Spinner is seeking a Job File Coordinator to play a vital role in supporting our restoration operations. This position is responsible for managing project documentation, coordinating job files, supporting estimating and billing activities, and ensuring completed work is invoiced and collected accurately and efficiently.

As the central hub between Production, Customers, Insurance Carriers, Accounting, and Management, the Job File Coordinator helps ensure every project file is complete, compliant, properly documented, and ready for successful invoicing and closeout.

• Monitor active job files daily to ensure documentation is complete, accurate, and current.
• Maintain an accurate Work‑In‑Progress (WIP) Board for all active projects.
• Review field documentation, photos, moisture readings, and scope notes to ensure completeness before crews leave the jobsite.
• Identify missing information and proactively coordinate with production personnel to obtain required documentation.
• Monitor job file audit scores and resolve documentation deficiencies.
• Ensure all customer, carrier, and national account requirements are met throughout the project lifecycle.
• Review project scopes and preliminary estimates for completeness and accuracy.
• Assist with estimate development and revisions using Xactimate.
• Verify dimensions, scope items, and supporting documentation accurately reflect work performed.
• Ensure job files contain all required documentation necessary for invoicing, auditing, and compliance.
• Review timestamps and operational data to support accurate reporting and performance metrics.

• Manage the customer invoicing process to ensure completed work is billed accurately, completely, and within established timelines.
• Review estimates, job documentation, supporting records, and project files to verify all services performed are properly captured and invoiced.
• Coordinate with Production, Project Managers, and Accounting to resolve billing discrepancies and ensure timely invoice submission.
• Monitor accounts receivable aging and assist with collection efforts to maintain healthy cash flow and minimize outstanding balances.
• Communicate professionally with customers, insurance carriers, third‑party administrators, and commercial clients regarding invoice status, payment inquiries, and documentation requests.
• Maintain detailed records of invoicing, collection activities, payment commitments, and account communications.
• Escalate delinquent accounts when appropriate and assist in developing resolution plans.
• Support month‑end closing activities by ensuring job files are complete, invoices are issued, and outstanding billing items are addressed.

• Maintain effective communication with production teams, office staff, management, customers, subcontractors, insurance representatives, and corporate stakeholders.
• Provide project updates and documentation status reports as needed.
• Maintain accurate notes and correspondence within company systems.
• Assist management with operational reporting and job file performance metrics.

• Perform internal audits to ensure all work performed is properly documented and billed.
• Review final estimates for accuracy and compliance with client guidelines.
• Prepare completed job files for upload, invoicing, and final closeout.
• Coordinate with Accounting to ensure projects are billed promptly and accurately.
• Assist in maintaining low office cycle times and strong job file audit performance.

• High School Diploma or GED required.
• Previous administrative, office coordination, project coordination, estimating, or accounting experience preferred.
• Experienc…