Job File Coordinator

Saige Partners•Cedar Rapids, IA

About The Position

The Job File Coordinator manages incoming leads from initial conversion to active job status through project completion and customer invoicing. The role works closely with the Production team to maintain an accurate work-in-progress board and audit daily documentation for job files. It also coordinates job close-out with the accounting team and supports other departments as needed.

Requirements

High school diploma or GED.
Exceptional customer service skills and strong administrative abilities.
Excellent verbal and written communication skills.
Proficiency using digital tools and technologies to complete job tasks efficiently.

Nice To Haves

Previous office or estimating experience is preferred.
Experience in the restoration, construction, or insurance industries is a plus.

Responsibilities

Monitor job file status daily to ensure documentation is accurate and complete.
Communicate with Production crews to capture required on-site documentation.
Create and review estimates based on project scope and photos provided by the Production team.
Maintain an accurate Work in Progress board for active leads and projects.
Ensure compliance with client requirements and internal procedures.
Facilitate communication with internal and external stakeholders.
Review timestamps and other data points for accurate reporting and KPIs.
Complete and review job file documentation for final uploads and audits.
Conduct internal audits of projects to verify estimates reflect all completed work.
Carry out job close-out activities and coordinate with accounting to ensure proper invoicing.
Provide support to other departments as needed.