Intake & Administrative Coordinator

Paul Davis Restoration of SE W•Appleton, WI

4d•Onsite

About The Position

Be the first reason customers trust us. When disaster strikes, every conversation matters. At Paul Davis Restoration, we help homeowners and businesses recover from water, fire, storm, and other property damage. As the largest Paul Davis franchise in the country, we're expanding into our brand-new Appleton office and looking for an organized, customer-focused professional who thrives in a fast-paced environment and enjoys keeping everything running smoothly behind the scenes. If you're someone who loves solving problems, staying organized, and making a positive first impression, we'd love to meet you. What You'll Do As our Intake & Administrative Coordinator, you'll be the bridge between our customers, insurance partners, and operations team. You'll ensure new jobs are set up accurately, customers receive exceptional service, and our office operates efficiently every day. In this role, you will: Receive and process new restoration assignments from customers, insurance companies, and referral partners Gather and verify customer, claim, and property information to ensure accurate job setup Create and maintain job files while entering data with exceptional accuracy Route projects to the appropriate teams based on location, urgency, and job type Monitor incoming calls, emails, and online portals to support timely response to new losses Prepare electronic documents using Adobe Sign, including work authorizations, change orders, and Certificates of Satisfaction Communicate professionally with homeowners, insurance representatives, and internal team members Complete customer follow-up calls after projects are completed to gather feedback and encourage Google reviews Enter deposits, process mail, order office supplies, and support day-to-day office operations Assist with office events and other administrative projects that help keep the branch running efficiently We're Looking For Someone Who: Loves helping people and providing outstanding customer service Is highly organized and enjoys managing multiple priorities at once Has exceptional attention to detail and takes pride in accurate work Communicates professionally both over the phone and in writing Learns new technology quickly and is comfortable working across multiple software systems Stays calm, adaptable, and solution-oriented in a fast-paced environment Enjoys supporting a team and contributing wherever needed

Requirements

High school diploma or equivalent required
Two or more years of experience in an administrative, customer service, intake, dispatch, call center, or office support role preferred
Proficiency with Microsoft Office and the ability to learn multiple software platforms
Valid driver's license with an insurable driving record

Nice To Haves

Experience in restoration, construction, insurance, or another service-based industry is a plus

Responsibilities

Receive and process new restoration assignments from customers, insurance companies, and referral partners
Gather and verify customer, claim, and property information to ensure accurate job setup
Create and maintain job files while entering data with exceptional accuracy
Route projects to the appropriate teams based on location, urgency, and job type
Monitor incoming calls, emails, and online portals to support timely response to new losses
Prepare electronic documents using Adobe Sign, including work authorizations, change orders, and Certificates of Satisfaction
Communicate professionally with homeowners, insurance representatives, and internal team members
Complete customer follow-up calls after projects are completed to gather feedback and encourage Google reviews
Enter deposits, process mail, order office supplies, and support day-to-day office operations
Assist with office events and other administrative projects that help keep the branch running efficiently