Project Administrator

Servpro•Santa Clarita, CA

12d•$20 - $24•Onsite

About The Position

The Project Administrator will steward administrative project management tasks across all service lines, from First Notice of Loss (FNOL) through close-out and invoicing by maintaining an accurate Work-in-Progress (WIP) board, ensuring complete and compliant documentation, supporting estimating based on scope and photos, coordinating business hours schedules and dispatch, and providing professional customer service to all stakeholders.

Requirements

High school diploma or GED required.
Exceptional customer service, strong administrative skills, and clear verbal and written communication required.
Proficiency with common office software and digital tools; strong general tech skills, ability to learn industry platforms quickly.

Nice To Haves

Prior receptionist/office, dispatch, or estimating experience preferred.
Experience in restoration, construction, or insurance is a plus. (Familiarity with estimating and job-management systems preferred.)

Responsibilities

FNOL Intake, Customer Service, and Dispatch
Promptly receive, screen, and enter all lead calls and job referrals (FNOLs) into relevant systems with complete, accurate details.
Answer phones, route inquiries, and greet visitors in a professional manner; resolve routine issues and escalate as needed.
Dispatch and track leads/referrals to the appropriate operational teams to ensure rapid response and clear handoffs.
Monitor logistical progress of referrals and active jobs to meet customer expectations and program requirements.
WIP Management, Scheduling, and Coordination
Maintain an accurate, up-to-date WIP board for all active leads and projects.
Collaborate with RMs and CMs to coordinate the daily production schedule and on-call schedule; confirm resources, sequencing, and timing.
Review WIP trends to identify bottlenecks or gaps; surface issues early and recommend practical fixes.
Job File Documentation, Estimating Support, and Compliance
Communicate daily with RMs, RSs and CMs to ensure all required documentation is captured on site at point of task (photos, readings, notes, signatures).
Verify estimates based on documented scope and photos; verify that all work performed is captured for billing.
Audit job files daily for accuracy and completeness against internal SOPs and program requirements.
Complete job file reports for all assigned projects.
Review timestamps and other datapoints to ensure accurate reporting and KPMs.
Prepare files for final upload and audit; perform internal audits to confirm estimate, scope, and file compliance.
Monitor and ensure all client/program requirements are followed; maintain timely internal and external communications.
Close-Out and Invoicing Support
Execute all job close-out activities, including documentation checks, status updates, and tasking to the billing/accounting team.
Coordinate with accounting to support accurate, timely invoicing and resolve documentation questions quickly.
General Office Duties
Maintain organized digital and physical records; perform light filing as needed.
Assist other departments as assigned to meet business needs.