Project Coordinator

Project Coordinator – Hayward, CA (Branch: 4142 Point Eden Way Hayward, CA 94545)

Pay Range: $20.35 - $32.37 hourly (DOE)

Responsible for scheduling and dispatching restoration crews to residential and commercial property losses. Supports project managers and other branch leadership with administrative duties and serves as liaison to corporate office for forms, policies, and procedural updates.

• Communicate and coordinate project schedules with customers and crew members; respond to inquiries in a timely manner.
• Assist with vendor setup, ensuring correct documentation.
• Generate work and change orders, forward for customer signature and coordinate dispatch.
• Maintain daily crew schedules and assist in creating efficient schedules.
• Prepare state, federal, and waste‑management paperwork for asbestos and related projects.
• Update invoice‑tracking spreadsheet and forward payment requests to management.
• Organize safety, in‑office, production, and other meetings in accordance with company policy.
• Collaborate with the call center on new job information; label photos and upload to required systems.
• Create and maintain job files, including budget worksheets, invoices, project reports, and BOS.
• Prepare daily management reports on T&M cost spreadsheet, cross‑checking subcontractor invoices and labor hours; submit to Central Billing.
• Document updates in industry‑specific programs (Moisture Mapper, Xact Analysis, Mica) and enter technician tick sheets.
• Distribute all US and inter‑office mail; monitor visitor access and ensure safety protocols.
• Ensure postings of local, state, and federal regulations per HR and Safety directives.
• Organize timecards, verify payroll data, and support HR with employee issues.
• Manage petty‑cash supply, authorize reimbursements, and track cash flow for corporate submission.
• Maintain office inventory, apparel, and orders; download billing documents and pictures.
• Serve as point of contact for office, vendors, customers, and field personnel.
• Participate in production meetings and serve on corporate liaison duties.

• High school diploma or equivalent.
• Preferred experience in restoration or construction industry.
• Good judgment and discretion with confidential data.
• Proficient with MS Office.
• Customer‑service focus with strong interpersonal skills.
• Strong written and verbal English communication.
• Bilingual (English/Spanish) preferred.
• Excellent analytical and problem‑solving abilities.
• Excellent multi‑tasker capable of meeting tight deadlines and working under pressure.
• Strong attention to detail, accuracy, and proofreading.

• Adhere to local, state, and federal safety regulations, including OSHA and EPA standards.
• Wear required PPE (gloves, masks, goggles, hard hats, safety footwear).
• Practice ergonomic principles to prevent musculoskeletal disorders.
• Follow office safety protocols, maintaining clutter‑free work spaces.
• Complete all mandatory safety training sessions.
• Report unsafe conditions, hazards, incidents, or injuries to supervisors immediately.
• Familiarize with emergency procedures (evacuation routes and contacts).

• Lift and carry materials or equipment up to 25 lbs. regularly and up to 50 lbs. with assistance.
• Perform tasks requiring walking, bending, reaching, crouching, kneeling, climbing, squatting, crawling, lifting above shoulder, and twisting.
• Stand and sit for prolonged periods; alternate between sitting and standing.
• Perform repetitive motions (computer/mouse, typing, data entry) involving right/left hand movements.
• Operate machinery and tools requiring fine motor skills and hand‑eye coordination.
• Maintain clear vision for close work and computer use.

• Office environment with standard office equipment; meetings may be in person or via Zoom.
• Field environment at restoration sites (residential, commercial, industrial). May involve exposure to varied weather conditions.
• Potential exposure to hazardous materials; strict adherence to safety protocols and PPE required.
• Work may include after‑hours and weekends due to 24‑hour operations.
• Travel to job sites and possible attendance at out‑of‑town trainings or conferences.

• Full‑time positions.
• Opportunity for advancement.
• Competitive benefits: medical, dental, vision, Employee Assistance Program, 401(k) with match, life insurance.
• Paid time off and holidays.
• Competitive salaries.

Restoration Management Company is an equal employment opportunity employer. All qualified applicants will receive consideration for employment regardless of race, color, religion, gender, national origin, disability, veteran status, or any other characteristic protected by law.