Project File Administrator

2 weeks ago

Norman, Oklahoma, United States SERVPRO Full time

Position Overview

The Project File Administrator serves as a crucial link between clients and the organization, ensuring that project specifications and requirements are clearly understood and met. This role involves the meticulous administration and organization of projects while providing support to team members. Ideal candidates will possess strong self-motivation, exceptional organizational skills, and a commitment to outstanding customer service.

Key Responsibilities

  • Oversee the status of job files to guarantee the precision of all documentation on a daily basis.
  • Engage in daily communication with production teams to confirm that all necessary documentation is accurately captured on-site.
  • Generate and review estimates based on project scope and photographic evidence provided by production teams.
  • Maintain an up-to-date Work in Progress board for all ongoing leads and projects.
  • Ensure compliance with all client specifications and requirements.
  • Facilitate internal and external communication with all relevant stakeholders.
  • Analyze timestamps and other data points to ensure accurate reporting and key performance metrics.
  • Complete and review job file documentation for final submission and auditing purposes.
  • Conduct internal audits of all projects to verify that estimates reflect all completed work.
  • Execute all job close-out procedures, including collaboration with the accounting team for accurate invoicing.
  • Provide assistance to other departments as necessary.

Qualifications and Experience

  • Minimum of 2 years of experience in administrative or office-related roles.
  • Familiarity with writing estimates, job file processes, and quality assurance is advantageous.
  • Experience in a service-oriented environment is preferred.
  • Excellent written and verbal communication skills.
  • Strong organizational skills and keen attention to detail.
  • Highly self-motivated and goal-driven.
  • Ability to manage multiple tasks effectively.
  • Capacity to thrive in a fast-paced, collaborative office setting.
  • Proficiency in Microsoft Office Suite (Outlook, Word, Excel).
  • Willingness to learn new software applications, including Xactimate and proprietary systems.
  • High School Diploma or GED is preferred.

Work Schedule and Benefits

This is a full-time role with working hours typically ranging from 8:00 a.m. to 5:00 p.m., Monday through Friday. Additional hours and travel may be required based on business needs.

  • Competitive salary structure.
  • Comprehensive health insurance coverage.
  • Dental and vision insurance options.
  • 401(k) plan with company matching contributions.
  • Paid time off for personal and vacation days.
  • Employee Assistance Program (EAP) available.
  • Opportunities for professional growth and advancement.

Join a team where you can make a meaningful impact every day.

At SERVPRO, we are dedicated to making a positive difference in the lives of our customers during their most challenging times by providing top-tier restoration and repair services. With a vast network of franchises across the nation, exciting career opportunities await you.

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