Records & Project Coordinator

Records & Project Coordinator

Are you organized, detailed, and passionate about getting things right the first time? Then you might be exactly who we need. We are looking for a sharp, detail-driven Records & Project Coordinator to support our production and office teams. Your mission: keep jobs on track from the moment the lead comes in until the invoice is sent out. You will play a critical role in ensuring that all project documentation, estimates, and compliance requirements are buttoned up, accurate, and audit ready.

If you take pride in quality work, can juggle multiple tasks without breaking a sweat, and love working in a fast-paced environment where accuracy actually matters, you might just thrive here.

Key responsibilities include:

• Monitor all active job files daily for documentation accuracy and compliance
• Coordinate with production crews to ensure field documentation is complete and timely
• Maintain an accurate Work-In-Progress (WIP) board
• Create or review estimates based on scope notes and site photos
• Perform internal audits of job files prior to final upload and submission
• Monitor and ensure all client-specific program requirements are met
• Review timestamps, photos, and supporting documents to maintain key performance metrics (KPMs)
• Coordinate with accounting for final invoicing after job close-out
• Communicate effectively with both internal team members and external stakeholders
• Assist other departments as needed

Ideal qualifications include:

• High School Diploma or GED is required
• 1 or more years of office coordination, estimating, or insurance experience preferred
• Experience in restoration, construction, or insurance industries is a plus
• Strong customer service skills and professional communication abilities
• Ability to multitask in a fast-paced, high-volume environment
• Proficiency in Microsoft Office Suite, including Outlook, Word, and Excel
• Ability to quickly learn and master proprietary and industry software
• Familiarity with Xactimate or insurance claims management systems is required
• Ability to successfully complete a background check

What we offer:

• Starts on Day 1: 6 Paid Holidays PTO. Up to 11 days earned starting out. Accrued based on hours worked.
• Starts 1st of the Month After 60 Days: 50% Employer-Paid Health Insurance for employee through Blue Cross and Blue Shield
• Optional Vision, Dental, and Aflac plans available
• Starts After 6 Months: 401(k) company match up to 4%
• Starts After 1 Year: $1,000 Anniversary Bonus every year

Working conditions:

• Full-Time, Monday through Friday. Flexible between 7:00 a.m. and 5:00 p.m.
• Office environment. Mostly sedentary with occasional lifting of files or office supplies.
• Pay Rate:
  Competitive hourly rate based on experience

Compensation: $22.00 - $26.00 per hour