Operations & Project Coordinator

Paul Davis Restoration of Downriver Detroit MI•Romulus, MI

36d•$22 - $25•Onsite

About The Position

Paul Davis Restoration of Downriver Detroit is seeking an Operations & Project Coordinator to protect operational speed, documentation quality, communication standards, compliance, and project flow across the life cycle of every job. This role is not a passive administrative position but rather operational infrastructure, directly supporting the operational performance of the Mitigation and Field teams. The position serves as the checkpoint for job file quality, the communication support system for the field team, the intake control point for new losses, the coordination hub helping projects move efficiently from intake to close-out, and the early warning system for operational problems. The goal is to ensure no surprises, no preventable delays, and no jobs falling through the cracks.

Requirements

High school diploma or GED
Valid driver’s license and insurable driving record
Strong written and verbal communication skills
High degree of urgency and responsiveness
Meticulous attention to detail
Strong organizational and follow-through skills
Comfortable holding others accountable respectfully and directly
Ability to work independently in a deadline-driven environment
Strong computer and software skills using Windows, Office, web browsers, and operational software systems
Ability to learn industry platforms quickly

Nice To Haves

Restoration, mitigation, construction, insurance, or project coordination experience
Experience with RMS/DASH, Xactimate, Claims Force, Valudate, Docusketch, SharePoint, or related software
Experience in customer service, operations coordination, or workflow management
Experience supporting high-performance teams in fast-paced environments

Responsibilities

Lead Intake, Phone Coverage & Dispatch Support: Answer inbound customer and emergency calls, gather loss information, create and route new jobs in RMS, notify field personnel, follow up on leads, support scheduling and dispatch, ensure timely communication and documentation, send welcome letters, and maintain excellent communication standards.
Job File Management & Operational Quality Control: Own the operational flow of the job file, ensure RMS and required systems are updated, upload and organize all documentation, confirm documentation is exported, post notes, verify signatures and contracts, ensure job documentation meets standards, and archive completed project documentation.
Compliance, Workflow Accountability & Operational Follow-Through: Monitor compliance systems daily, ensure compliance tasks are completed accurately and on time, flag overdue tasks or missing documentation, escalate operational risks, track recurring process failures, run estimates through Valudate, track violations, and maintain a “nothing sits” mentality.
WIP Meetings & Operational Visibility: Facilitate or support weekly WIP review meetings, maintain visibility on open jobs and bottlenecks, track project progress, communicate workload concerns, flag delays, help maintain operational accountability, and identify recurring bottlenecks.
Customer, Adjuster & Communication Support: Ensure consistent customer communication, support communication flow between all parties, confirm adjuster updates, respond to customer inquiries, alert leadership to customer risks, and help maintain a positive customer experience.
Vendor, Supply & Operational Logistics Coordination: Coordinate dumpsters, equipment logistics, and material ordering, support field teams by ensuring resources are ordered, coordinate with vendors, track paperwork, and assist with permit coordination.
Invoicing, Documentation & Collections Coordination: Work closely with the JCA to maintain invoice-ready files, confirm invoices and documentation are delivered, verify all required documentation is complete before invoicing, track aging issues, and support documentation follow-up.
Survey, Review & Reputation Management: Deploy customer satisfaction surveys, track customer responses, send review requests, and support company reputation growth through operational excellence and customer communication.