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Project File Administrator

2 months ago

Norman, Oklahoma, United States SERVPRO of Downtown Oklahoma City, Midtown Full time
Job Overview

The Project File Administrator serves as a crucial link between clients and internal teams, ensuring that project specifications and requirements are clearly identified and managed. This role involves the organization and administration of projects while providing support to team members. Ideal candidates will possess strong organizational skills, a self-driven attitude, and exceptional customer service abilities.

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 assess estimates based on project scope and photographic evidence from production teams.
  • Maintain an up-to-date Work in Progress board for all ongoing projects and leads.
  • Ensure compliance with all client specifications and requirements.
  • Facilitate communication between internal and external stakeholders.
  • 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 purposes.
  • Conduct internal audits of projects to ensure that estimates reflect all completed work.
  • Manage all job closure activities, including coordination with the accounting department for accurate invoicing.
  • Provide assistance to other departments as required.
Qualifications and Experience
  • 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 environment is preferred.
  • Exceptional written and verbal communication skills.
  • Strong organizational capabilities and meticulous attention to detail.
  • Highly self-motivated and goal-focused.
  • Ability to manage multiple tasks effectively.
  • Capability to thrive in a fast-paced, collaborative office setting.
  • Proficient in Microsoft Office Suite (Outlook, Word, Excel).
  • Willingness to learn new software, including Xactimate and proprietary applications.
  • High School Diploma or GED is preferred.
Working Hours 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.

Benefits Include:
  • Competitive salary structure.
  • Health, dental, and vision insurance.
  • 401(k) plan with company matching.
  • Paid time off.
  • Employee Assistance Program (EAP).
  • Opportunities for professional growth and advancement.