Specialty Services Coordinator

Position: Specialty Services Job Coordinator

When a home or business is hit by water, fire, smoke or mold, Paul Davis Restoration of Northern Virginia is the team people call to put things right. We serve Loudoun, Fairfax, Fauquier, Prince William and Stafford Counties, and our Specialty Services department handles the contents, environmental and asbestos side of the work: packing out and cleaning belongings, remediating mold and hazardous materials, and getting families and businesses back to normal.

We are looking for a Specialty Services Job Coordinator to be the organizational center of that team. You will keep every job moving from first call to closing: signed paperwork in the file before crews start, customers and carriers informed, the schedule accurate and the job file audit-ready. If you like running a tight process, can keep a lot of plates spinning at once, and take pride in a job file with no gaps, we'd like to meet you.

What

You'll Own Work Authorizations & Customer Forms

• Own the signed work authorization (WA) on every Specialty job. Make sure it is signed and uploaded to RMS before any work starts. A WA that has been sent but not signed and filed doesn't count, and the crew does not start until it is in the file.
• Prepare, send, track and upload Certificates of Satisfaction/Completion (COS/COC), disposal authorizations, refund or reimbursement documents and other customer forms, honoring any hold notes on the file.
• Confirm with the production team at the daily huddle and EOD check-in which jobs are cleared to start.

Job File Compliance (RMS / DASH)

• Manage the complete job file in RMS/DASH from intake through closing. Create and link jobs correctly, upload signed documents at signature and keep the file audit-ready at every stage.
• Keep a current journal note on every open job so anyone on the team can see the history. No open job should go five or more days without one.
• Review the RMS Compliance Manager twice daily, at the start and end of shift, for Pending and Warning items. Clear what you own and flag the rest to team members at huddle and EOD.
• Update the RMS supervisor of record to the assigned production PM so ownership is always clear.
• Make sure there are no documentation gaps between approved scope and the work completed and billed.

EMS Updates

• Make sure EMS updates are posted the same day the work is done, and within each carrier's required timeframe, with accurate information.
• Use Power BI and missing-update reports to catch gaps early and put the full list in front of the team at huddle.

Carrier, Customer & TPA Communication

• Run closed-loop communication with carriers, adjusters, customers and TPA partners, including PDRI, Contractor Connection and Alacrity, according to each carrier's program guidelines.
• Acknowledge carrier messages the same day, even if only to confirm receipt and give a follow-up date. Respond within the carrier's stated timeframe, or within one business day where none is stated, and document every reply in the job file.
• Keep TPA platforms updated and monitor TPA compliance and KPI requirements. Escalate exceptions before they become misses.
• Use assignment notes and Power BI action lists to build customer courtesy-call lists and keep every party informed as projects move out of Pre-WIP.

Intake, Shared Mailbox & Scheduling Support

• Monitor and manage the department's shared mailbox throughout the day. Flag new assignments and service requests, route assignment notes for immediate action and make sure nothing sits unanswered.
• Handle customer onboarding and intake: job entry, compliance tasks, inspection scheduling, welcome letters and job documents sent, and TPA platforms updated.
• Support scheduling for contents and environmental crews. Confirm the next day's inspection and production calendar with each team…