Administrative Coordinator

Benefits

• Company shirts
• Medical, Dental & Vision Benefits
• Short-term disability
• Health insurance
• Paid time off
• Competitive salary
• Opportunity for advancement
• Parental leave
• Training & development
• Wellness resources
• 401(k)
• 401(k) matching

Are you driven to serve others and deliver exceptional results? Do you excel as both an independent contributor and a collaborative team member? Are you energized by a fast‑paced environment where urgency and accuracy matter? If you have a keen eye for detail and pride yourself on high‑quality work, we invite you to become part of our outstanding team.

Join the Paul Davis Team!

$20.00 - $22.00 per hour

Our Administrative Coordinators support our Sales, Emergency Services (Mitigation) and Reconstruction Departments. This role is essential to keeping our teams organized, aligned and on schedule. The Coordinator serves as a dependable liaison across departments and provides high‑level administrative support to ensure seamless project execution.

• Provide administrative assistance to the Mitigation Manager, Reconstruction Production Manager or Project Director as needed
• Answer, screen and route incoming calls on office and mobile lines
• Prepare, organize and maintain job and project files
• Perform general office duties including filing, document preparation and data entry
• Ensure the office environment is organized, clean and well‑maintained to support a productive workspace
• Operate office equipment such as computers, printers and phone systems
• Serve as primary point of contact for clients, customers and vendors
• Conduct intake for new losses and ensure accurate documentation
• Communicate job updates and project details to clients and internal team members
• Liaise with clients to clarify job scope, expectations and progress
• Enter and maintain job notes within all operating systems
• Create new jobs and project entries and ensure all required information is complete
• Track job progress to verify timelines, milestones, and compliance deadlines are met
• Coordinate schedules, resources, equipment and labor for ongoing jobs and projects
• Support Project Managers with job updates, documentation and task follow‑up
• Complete compliance tasks within RMS and other primary program
• Run reports in RMS and assist with data accuracy and workflow updates
• Ensure project documentation meets company standards and industry compliance requirements
• Prepare and send invoices for jobs and projects
• Conduct collections calls in support of the Accounts Receivable Department
• Assist with financial documentation and accuracy of billing records
• Provide cross‑departmental support as required
• Perform other administrative and office duties as assigned

• Proficient in Microsoft Office suite (Outlook, Word, Excel)
• Strong customer service, verbal and written communication skills
• Skilled in typing and general administrative support
• Ability to learn and efficiently use operational systems, including RMS, Xactimate, Luxor, Contractor Connection, ADP, Sage, SharePoint and One Drive
• Competence in producing professional documents, reports and invoices
• Professional and courteous phone communication
• Proficient in operating office equipment (computers, printers, phone system)
• Ability to work independently and manage multiple priorities in a fast‑paced environment
• Strong stress management skills and the ability to remain composed under pressure
• Commitment to maintaining confidentiality

• High School Diploma or GED required
• Customer Service experience
• 2+ years experience in an administrative position

Make an impact now:
Since 1966, Paul Davis has been serving people on some of their most challenging days. We are a customer‑, employee‑ and client‑focused company committed to delivering exceptional service. Our passion for helping communities rebuild has made us an indispensable partner for decades.

Reasonable Accommodation for Disability:
Any applicant or employee who believes that a reasonable accommodation is required for purposes of federal or state disability law is required to contact Human Resources to begin the interactive exchange process.

Paul Davis Restoration is an equal opportunity employer. Paul Davis Restoration provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal or local law.