Operations and Accounting Coordinator

Icon Property Rescue•Milford, OH

1d•Hybrid

About The Position

The Operations & Accounting Coordinator is a vital hybrid role linking emergency response, field production workflows, and backoffice financial controls. Serving as an operational anchor for the Water Mitigation Department, this individual manages customer intake, emergency dispatching, timecard auditing, and daily job costing while ensuring high-accuracy handoffs and cross-functional backup for administration and accounting teams. Mastery of PSA (Proven Solutions Accounting/Restoration) and Acumatica is central to driving operational velocity and financial accountability.

Requirements

Prior experience with or strong technical ability to quickly master PSA and Acumatica ERP.
Familiarity with emergency water mitigation processes, insurance adjuster workflows, and claim timelines.
Understanding of job costing fundamentals, receipt reconciliation, PO matching, and basic AR operations.
Excellent telephone etiquette.
Meticulous attention to detail in file auditing, labor hours verification, and numerical data entry.
Demonstrated capacity to toggle effectively between structured desk accounting tasks and high-urgency emergency dispatch.

Nice To Haves

Ability to maintain composure and compassion when assisting homeowners in distress.

Responsibilities

Answer company phone lines professionally during business hours and actively participate in designated after-hours on-call emergency rotations.
Accurately capture intake information, schedule initial damage inspections, and promptly dispatch emergency response crews to active water losses.
Maintain technician on-call schedules and actively monitor live GPS/routing to ensure targeted arrival times and emergency response standards are consistently achieved.
Coordinate and schedule external partners and specialty trades-including content pack-outs, temporary emergency power, dumpster drops, and plumbing sub-contractors-to facilitate uninterrupted field production.
Perform daily compliance audits of active Water Department project files inside PSA, ensuring drying logs, photo documentation, moisture readings, and scope notes meet company and carrier standards.
Review and approve daily and weekly time cards for Water Department technicians, auditing logged field labor hours directly against project job costing files.
Proactively communicate with insurance adjusters on active water claims to provide documentation updates, clarify project scope, and resolve claims questions.
Spearhead and facilitate seamless project handoffs from Water Mitigation to Reconstruction (Recon), ensuring signed documentation, complete scopes, and customer expectations transition smoothly.
Execute daily and job-closeout job costing for the Water Department, reconciling actual project expenditures against estimates across PSA and Acumatica.
Match and reconcile field receipts, material purchase orders (POs), and rental equipment invoices directly against individual job numbers to protect gross margins.
Learn, support, and execute designated components of the internal payroll reporting workflow.
Perform assigned AR duties, including monitoring open invoices, posting payments, and conducting targeted collection followups with carriers and clients.
Serve as the primary, cross-trained backup to both the Receptionist and the Accounting Clerk during peak volume, breaks, or absences.