Project​/Office Coordinator--RRS

Project/Office Coordinator

Ratcliff Recovery Services | Richardson, TX Respond. Recover. Rebuild. Are you the person who keeps everything organized when everyone else is moving 100 miles an hour? Are you highly organized, detail-oriented, and known for following through? Can you juggle multiple projects, deadlines, and moving pieces without letting things fall through the cracks? Do you enjoy being the person behind the scenes who keeps everything moving?

If that sounds like you, Ratcliff Recovery Services (RRS) may be looking for you. Established in 2021, Ratcliff Recovery Services helps businesses and communities recover when the unexpected happens. From catastrophic storm damage and water loss to fire, mold remediation, and other recovery needs, our team responds quickly to help our clients recover, rebuild, and get back to business. As part of the Ratcliff Companies family, RRS combines specialized disaster recovery expertise with the resources and experience of an established construction organization.

We are looking for a Project/Office Coordinator to serve as the organizational backbone behind our active recovery projects. This primarily office-based role works closely with our Project Managers to keep documentation, scheduling, communication, billing, and project tracking moving efficiently from first notice of loss through final billing. This position reports directly to the President and serves as a key administrative and operational partner to both the project team and executive leadership.

In addition to supporting active projects, the Project Coordinator will assist the President with day-to-day business operations, executive scheduling, reporting, communications, special projects, and other strategic initiatives that support the continued growth and success of Ratcliff Recovery Services.

No two days in disaster recovery are exactly the same. You'll help keep multiple active projects organized and moving forward by:

• Keeping projects organized:
  Maintain project files, contracts, scopes of work, change orders, photo documentation, moisture logs, daily reports, and closeout documents.
• Tracking the details:
  Monitor project milestones, deadlines, open action items, missing documentation, and potential schedule issues.
• Supporting our Project Managers:
  Assist with Xactimate estimates, supplements, invoices, billing packages, project correspondence, and other documentation.
• Helping manage the insurance process:
  Track insurance approvals, outstanding invoices, payments, and open billing items while communicating with adjusters, TPAs, and clients.
• Coordinating schedules:
  Help coordinate Project Managers, field technicians, subcontractors, clients, site visits, and mobilization.
• Supporting new loss events:
  Set up new project files, enter job information, and coordinate initial client communication and documentation.
• Keeping field information flowing:
  Collect and organize project photos, moisture readings, and other field documentation needed for estimates, reports, and claim submissions.
• Keeping everyone connected:
  Serve as a professional point of contact between clients, insurance adjusters, subcontractors, field teams, Project Managers, and internal leadership.
• Supporting executive operations:
  Provide day-to-day administrative and operational support to the President, including calendar management, meeting coordination, report preparation, business correspondence, follow-up on key initiatives, and assistance with special projects.
• Driving accountability:
  Help track key business priorities, action items, and operational objectives to ensure timely execution across projects and company initiatives.

We're looking for someone who is proactive, dependable, organized, and comfortable taking ownership. You don't have to know everything about disaster recovery on day one, but you do need to be someone who asks questions, pays attention to the details, and follows things through to completion. You'll be a strong fit if you have:

• 2+ years of administrative, project coordination, office management, executive assistant, or office support experience
• Strong organizational skills with the ability to manage multiple priorities at once
• Excellent written and verbal communication skills
• Strong attention to detail and follow-through
• The ability to work independently and recognize what needs attention before being asked
• Strong problem-solving and prioritization skills
• Proficiency in Microsoft Word, Excel, Outlook,…