Project File Administrator
2 weeks ago
The Project File Administrator will serve as a crucial link between clients and the operational team, ensuring that project specifications and requirements are clearly understood and effectively managed. This role demands a proactive, organized individual with exceptional customer service capabilities to excel in a dynamic environment.
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 collected at the job site.
- Prepare and evaluate estimates based on project scope and visual documentation provided by the production team.
- Maintain an up-to-date Work in Progress board for all ongoing projects and leads.
- Ensure compliance with all client specifications and requirements.
- Facilitate effective communication among all stakeholders, both internal and external.
- Analyze timestamps and other relevant data to ensure accurate reporting and key performance metrics.
- Complete and verify job file documentation for final submission and auditing processes.
- Conduct internal audits of all projects to confirm that estimates reflect all completed work.
- Execute all job closure activities, including collaboration with the accounting department to ensure accurate invoicing.
- Provide assistance to other departments as necessary.
- Minimum of 2 years of experience in administrative or office-related roles.
- Familiarity with writing estimates, job file management, and quality assurance is advantageous.
- Experience in a service-oriented industry is preferred.
- Exceptional written and verbal communication skills.
- Strong organizational abilities and meticulous attention to detail.
- Highly self-motivated and results-driven.
- Ability to manage multiple tasks effectively.
- Capability to thrive in a fast-paced, collaborative office environment.
- Proficient 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.
This position is full-time, 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.
Employee Benefits- Competitive salary package.
- Health insurance coverage.
- Dental and vision insurance options.
- 401(k) plan with company matching.
- Paid time off for personal and vacation days.
- Employee Assistance Program (EAP).
- Opportunities for professional growth and advancement.
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