Job File Coordinator

2 months ago

Hillsboro, United States Servpro Industries Inc Full time

Benefits:

Dental insurance

Health insurance

Opportunity for advancement

Paid time off

Vision insurance

Who are we looking for? We are seeking a self starter who enjoys teamwork, collaboration, and problem solving. Someone who enjoys ongoing learning, both on the job and through online courses, and is able to put their knowledge into action is a plus. This person would also be proficient in delegation, scheduling, and directing people and projects.

The primary responsibility for the Job File Coordinator is to monitor incoming leads from conversion to active job status through completion of work and customer invoicing. The Job File Coordinator will work closely with the Production Department to maintain an accurate work-in-progress board and audit daily documentation for all job files. The Job File Coordinator will also review the scope, estimate, and job file documentation to ensure all program requirements are met and all work performed is accurately invoiced.

Primary Responsibilities: Monitor job file status to ensure accuracy in all job file documentation daily.

Communicate continuously with Production crews to ensure all required documentation is captured on site at point of task.

Create and review estimates based on scope and photos from Production crew.

Maintain an accurate Work In Progress board for all active leads and projects.

Monitor and ensure all client requirements are followed.

Maintain internal and external communications with all stakeholders.

Review timestamps and other datapoints to reflect accurate reporting and Key Performance Metrics

Complete and review job file documentation for final upload and the audit process

Perform internal audit of all projects to ensure estimate captures all work performed.

Perform all job close-out activities, including coordination with accounting team to ensure proper invoicing

Perform office administration tasks, such as billing and collections inquiries, vendor relationships, and scheduling sub contractors

Other office administration and inter-departmental assistance, as needed

Education and Experience Requirements

High School diploma/GED is required

Previous office/estimating experience preferred

Exceptional customer service skills, strong administrative abilities, and excellent verbal and written communication

Attention to detail and high-quality reporting

Proficiency in using various digital tools and technologies to complete job tasks efficiently.

Experience in the restoration, construction, or insurance industry is a plus.

Physical and Work Environment Requirements This is a largely sedentary role in an office environment. However, some filing may be required. This could require the ability to lift files, open filing cabinets, and bend or stand on a step stool as necessary.

Normal Working Hours, Additional Working Hours, and Travel Requirements This is a full time position, working hours varying between 7:30 am and 5:00 pm, Monday through Friday. Due to the nature of the business, after hours, on-call dispatching is required, and is scheduled on a rotating basis. This position may require longer hours and some flexibility in hours may be needed depending upon business needs.

Starting pay is $20-$22 an hour, DOE, with room for growth

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