Project & Administrative Coordinator (Job File Manager)

SERVPRO of Denton/Central Oklahoma City•Denton, TX

1d•Onsite

About The Position

The Project & Administrative Coordinator serves as a central hub for office operations, job file management, and customer communication. This role supports the full lifecycle of a job—from initial intake through project completion and invoicing—while ensuring accurate documentation, efficient workflows, and excellent customer service. This position works closely with Production, Business Development, and Accounting to keep projects moving, files clean, and cash flowing.

Requirements

5+ years of administrative, project coordination, or operations experience
Strong organization, attention to detail, and problem-solving skills
Excellent written and verbal communication
Ability to multitask in a fast-paced environment
Proficient in Microsoft Office

Nice To Haves

Restoration, construction, or insurance experience preferred
Xactimate experience a plus

Responsibilities

Provide professional customer service via phone and email
Coordinate scheduling and ensure crews are utilized efficiently
Perform daily administrative tasks and accurate data entry
Assist with accounts receivable and collections follow-up
Maintain office organization, supplies, and communications
Manage job files from intake through completion and invoicing
Track all active jobs (WIP) and ensure documentation is complete and accurate
Review scopes, photos, and estimates to ensure proper billing
Support estimate creation and review (Xactimate preferred)
Perform audits to ensure compliance with SERVPRO® standards (APA/CAPA/NAPA/RAPA)
Coordinate project closeout and invoicing with Accounting
Collaborate with Production, BD, and Accounting teams to maintain workflow efficiency
Support Project Managers to ensure smooth project execution
Verify FNOL data, job details, and documentation accuracy
Assist with training, process improvement, and KPI tracking