Office Coordinator

Candidate MUST be local today to the Iowa City/Cedar Rapids area

Overview: The Job File Coordinator is responsible for managing incoming leads from the initial conversion to active job status through to project completion and customer invoicing. This role involves close collaboration with the Production team to maintain an accurate work-in-progress board and audit daily documentation for all job files.

Primary Responsibilities:

• Monitor job file status daily to ensure all documentation is accurate and complete.
• Communicate regularly with Production crews to capture all required documentation on-site.
• Create and review estimates based on project scope and photos provided by the Production team.
• Maintain an accurate Work in Progress board for all active leads and projects.
• Ensure compliance with all client requirements and internal procedures.
• Facilitate communication with all stakeholders, both internal and external.
• Review timestamps and other data points for accurate reporting and KPIs.
• Complete and review job file documentation for final uploads and audits.
• Conduct internal audits of all projects to verify that estimates reflect all completed work.
• Carry out job close-out activities, coordinating with the accounting team to ensure proper invoicing.
• Provide support to other departments as needed.

Education and Experience Requirements:

• High school diploma or GED is required.
• Previous office or estimating experience is preferred.
• Exceptional customer service skills and strong administrative abilities are essential.
• Excellent verbal and written communication skills are required.
• Proficiency in using various digital tools and technologies to efficiently complete job tasks.
• Experience in the restoration, construction, or insurance industries is a plus.