Administrative Project Coordinator

Paul Davis Restoration of Santa Clarita , CA•Santa Clarita, CA

6d•Onsite

About The Position

As the premier Property Restoration experts, at Paul Davis, we help homeowners and businesses recover after damage from events like water leaks, fires, mold, and storms—handling everything from emergency cleanup to full reconstruction. When something goes wrong in a home or building, it’s stressful, urgent, and often confusing. Our job is not just to fix the damage—but to guide our customers through the entire process. This role is the central hub of that process. You will own the customer journey from first call through project completion—ensuring every client feels informed, supported, and confident in choosing Paul Davis. You will also serve as the internal bridge between all teams—maintaining office operations and keeping Mitigation, Contents, Reconstruction, and Accounting aligned and moving efficiently. This role plays a critical part in ensuring jobs are executed efficiently, documentation is complete, and company performance standards are consistently met.

Requirements

Experienced in administrative, customer service, or similar support roles
Professional, personable, and comfortable speaking with customers, vendors, and team members throughout the day
Highly organized with strong attention to detail and follow-through
Dependable and reliable. You are prepared to complete tasks accurately and timely
Strong communicator with excellent phone etiquette and written communication skills
Able to learn new software, systems, and processes quickly and retain training effectively
Comfortable managing multiple priorities in a fast-paced environment
Naturally proactive and willing to take initiative when problems arise
Customer-focused with a positive, service-oriented attitude
Tech-capable and proficient with Microsoft Office and web-based software systems

Nice To Haves

Experience in construction, restoration, or similar service-based industries
Experience coordinating schedules, projects, or service work
Experience working with insurance carriers, TPAs, or compliance-driven environments
Experience in construction, restoration, property management, insurance, or similar service-based industries
Experience coordinating schedules, projects, or service work
Experience working with insurance carriers, TPAs, or compliance-driven environments

Responsibilities

Serve as the administrative hub of the office, ensuring information, documentation, and communication flow smoothly throughout the organization
Answer and direct all inbound office calls professionally and efficiently
Complete intake, file creation, and data entry for all new jobs
Maintain organized digital filing systems, job files, and office records
Coordinate office supplies, administrative needs, and general office organization
Maintain all employee and subcontractor documentation and personnel records
Support billing, collections, and accounts receivable efforts
Serve as a primary point of contact for customers throughout the job process
Handle all inbound office calls including leads, and new job opportunities
Educate customers on our services, processes, and value to help convert leads
Provide proactive updates to customers to ensure they feel informed and supported
Handle customer questions, concerns, and requests with professionalism and urgency
Coordinate communication between Mitigation, Contents, and Reconstruction teams
Assist with scheduling, dispatching, and resource coordination
Proactively monitor job progress to help keep projects moving forward
Maintain a strong understanding of insurance carrier requirements, TPA guidelines, and service level agreements (SLAs)
Support program compliance, documentation requirements, and scorecard performance across insurance and TPA programs
Assist in maintaining accurate job documentation required for approvals, billing, and payment