Restoration Claims Intake Coordinator

Job Description

Position Summary:

The Claims Intake Coordinator is responsible for managing all new restoration job intakes, ensuring documentation is complete, organized, and insurance-ready. This role is critical in obtaining Authorization to Proceed forms and making sure each job file is fully documented, properly labeled, and stored in a consistent, accessible format. Strong digital file management skills are essential for this position.

Key Responsibilities:

• Secure signed Authorization to Proceed and intake forms from property owners.

• Complete and manage the Restoration Job Checklist, including photos, scope notes, and required documents.

• Organize and maintain digital job files with consistent naming, folder structures, and checklists.

• Ensure job files meet insurance documentation standards and are ready for estimating and billing.

• Communicate with clients and insurance contacts to collect missing or follow-up documents.

• Prepare clean, organized files for internal teams such as estimators and project managers.

• Track all job files through intake, documentation, and review stages.

Qualifications:

• Experience in restoration, construction, insurance claims, or administrative support preferred.

• Strong skills in digital file organization, documentation, and compliance tracking.

• Comfortable using Google Drive, Dropbox, or similar cloud-based tools.

• Familiarity with restoration workflows and insurance paperwork is a plus.

• Bilingual (e.g., English/Spanish) a plus.

Soft Skills:

• Highly organized with excellent attention to detail

• Strong communication and follow-up abilities

• Able to manage multiple tasks and deadlines simultaneously

• Dependable, proactive, and self-motivated