Job File Coordinator

Servpro•Springvale, ME

12h•Onsite

About The Position

SERVPRO of Southern York County is hiring a Job File Coordinator! This role is designed for individuals who excel at managing job progression, maintaining meticulous paperwork, and ensuring effective communication with customers. The ideal candidate will thrive in a dynamic environment, handling multiple jobs simultaneously, ensuring documentation is accurate, and facilitating clear communication among customers, production teams, and office staff. Previous experience in a similar role is beneficial, and there are opportunities for growth within the company.

Requirements

High school diploma or GED required.
Strong administrative, organizational, and communication skills.
Proficiency with digital tools and job management systems.
Highly organized with strong attention to detail.
Ability to multitask and manage multiple jobs at once in a fast-paced environment.
Strong customer service and communication skills.
Comfortable using computers and learning new systems quickly.

Nice To Haves

Experience as a Job File Coordinator or in a similar administrative/estimating role is a strong plus.
Previous office or job file coordinator experience preferred.
Experience in restoration, construction, or insurance industry is a plus.

Responsibilities

Serve as the main point of contact for customers, maintaining clear and professional communication throughout each project.
Monitor incoming leads from conversion through active job status, completion, and invoicing.
Oversee daily job progress, including Drybook, job status updates, audits, and work-in-progress tracking.
Maintain an accurate Work-in-Progress (WIP) board for all active jobs.
Communicate daily with Production crews to ensure all required documentation is captured on-site at the point of service.
Create and review estimates based on scope, photos, and field documentation.
Review and validate all job file documentation for accuracy, completeness, and compliance with program requirements.
Perform internal audits to ensure all work performed is properly documented and invoiced.
Review timestamps and data points to ensure accurate reporting and KPMs.
Complete all job close-out activities, including coordinating with accounting for proper invoicing.
Work closely with Project Managers and other departments to keep projects moving efficiently.
Assist other departments as needed.