Job File Coordinator
About The Position
Join Our Team as a Job File Coordinator SERVPRO of San Diego East & Mid-City is looking for a Job File Coordinator to join our growing team. This role is perfect for someone who thrives in a fast-paced environment, enjoys solving problems, and takes pride in ensuring every project is completed accurately from start to finish. As the Job File Coordinator, you'll be the operational hub between our office, production teams, customers, and insurance partners. You'll oversee the administrative side of restoration projects—from the moment a job is received until the final invoice is submitted—ensuring every file is complete, compliant, and ready for payment. If you're someone who enjoys organization, technology, communication, and making sure nothing falls through the cracks, we'd love to meet you.
Requirements
- High School Diploma or GED
- Exceptional organizational skills
- Strong attention to detail
- Excellent written and verbal communication
- Outstanding customer service skills
- Ability to prioritize multiple projects in a fast-paced environment
- Strong computer skills and ability to quickly learn new software
- Problem-solving mindset
- Ability to work independently while collaborating with multiple departments
Nice To Haves
- Previous office, administrative, estimating, or project coordination experience preferred
- Experience in restoration, construction, insurance, or property claims is a plus
- Experience with Xactimate
- Experience with DASH
- Experience with Encircle
- Experience with Microsoft Office (Excel, Outlook, Word, Teams)
- Experience with Google Workspace
- Experience with Restoration management software
Responsibilities
- Monitor every active job from first notice of loss through final invoicing
- Maintain accurate job files and ensure all documentation is complete
- Track project progress daily and keep our Work-In-Progress (WIP) board up to date
- Verify all required documentation is uploaded accurately and on time
- Create and review restoration estimates using industry estimating software
- Review production photos, scope notes, moisture logs, and supporting documentation
- Ensure estimates accurately reflect all work performed
- Audit job files before submission to verify compliance with company and insurance program requirements
- Communicate daily with Project Managers and Production Technicians
- Ensure field crews capture required documentation while on-site
- Assist crews with documentation requirements and workflow questions
- Help resolve missing documentation before jobs are closed
- Maintain professional communication with customers, insurance adjusters, project managers, subcontractors, and internal departments
- Provide updates on project status when needed
- Help ensure clients receive an exceptional customer experience throughout the restoration process
- Perform detailed audits on completed projects
- Verify timestamps, documentation, and project data for accuracy
- Ensure compliance with insurance program guidelines and company standards
- Identify discrepancies before invoicing to reduce delays and improve collections
- Coordinate project completion with Accounting
- Prepare completed files for final upload and billing
- Ensure invoices accurately reflect all approved work performed
- Help drive faster collections by submitting complete, audit-ready job files
- Support office operations as needed
- Assist other departments during busy periods
- Continuously look for ways to improve efficiency and workflow
Benefits
- Health insurance
- Paid vacation and holidays
- Paid training and professional development
- Opportunities for advancement within a growing company
- Supportive team environment
- Competitive hourly pay
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
