Project and Finance Coordinator - Rockford

Servpro•Rockford, IL

10d•Hybrid

About The Position

SERVPRO® of Rockford is looking for a Project and Finance Coordinator to join their team. This role provides support to the Operations team to ensure projects are completed within company standards, focusing on Cycle Time, Documentation, Customer Service, and Financials. The coordinator will manage the collections process, collaborate with operations, and ensure outstanding customer service throughout the project lifecycle.

Requirements

Ability to speak and hear, in person and via telephone and other remote means.
Near visual acuity.
Regularly required to sit.
Use hands to finger, handle or feel.
Reach with hands and arms.
Frequently required to stand and walk.
Must regularly lift and/or move up to 10 pounds and frequently lift and/or move up to 25 pounds.

Nice To Haves

Occasional travel to the Naperville, IL office for meetings and training.

Responsibilities

Facilitate the timely collection of accounts receivables by working with external stakeholders and Project Director and Project Manager by managing the collections process.
Collaborate with Operations through clear communication, active listening and conflict resolution to build a successful working relationship.
Accurately capture and maximize full line-item bills based on properly scoped project by operations.
Provide outstanding customer service experience through communication from the first Quality Assurance call through the final collection of the project.
Perform timely and effective Quality Assurance calls to stakeholders within 24-48 hours after project start date.
Pursue customer satisfaction opportunities for 5-Star Google Reviews.
Assist and support stakeholders throughout the payment and claims process, ensuring clarity on customer expectations and the flow of funds.
Work with Operations to identify and immediately resolve stakeholder questions or concerns.
Actively participate in daily Check-In Meetings and weekly Work in Progress Meetings.
Attend project kick-off meetings and verify that job files contain proper documentation to ensure internal alignment on project parameters, stakeholder involvement, and customer expectations.
Attend webinars as required to stay current on HQ bulletins and additional program/vendor requirements.
Assemble emergency services estimates to review and finalize with Project Director to fully capture scope of work.
Ensure line-item bills are properly captured on invoices for direct vs indirect services including necessary taxes for royalty purposes.
Generate invoices, perform customer billing and collections, meeting company cycle times and standards.
Work with Project Directors and Project Manager to review and approve Work Orders, Purchase Orders and monitor job costs.
Work with Insurance Stakeholders to navigate the disbursement of funds.
Develop and monitor collection plans with Project Directors and Project Managers.
Work with Project Accountants, Project Directors and Project Managers on forecasting collections.
Manage and adhere to developed Accounts Receivable process to decrease invoice and collection cycle times.
Arrange and track payment plans.
Ensure complete mitigation and construction job file documentation.
Review and validate all daily field documentation, ensure program and client specific requirements have been secured.
Monitor and adhere to updated program requirements.
Proactively communicate program requirements to the Operations Manager and teams.
Transfer required documentation between software programs, including but not limited to executed paperwork, photos and docusketch links.
Close WorkCenter files to maintain a clean and accurate WIP dashboard.
Secure necessary or missing documentation from stakeholders.
Review internal and external project communication and reporting.
Ensure project status accuracy in DASH.
Monitor all Invoice Pending and Completed without Paperwork files to ensure timely invoicing and remove any barriers delaying the invoice process.
Perform timely and accurate uploads, to ensure company compliance to program requirements.
Occasional travel to the Naperville, IL office for meetings and training.
Execute job file uploads based on documentation provided.
Complete timely estimates to ensure invoicing cycle times are met.
Maintain company database.
Attend company meetings.
Perform general office duties, such as drafting correspondence, filing and creating reports as needed.
Assist with daily housekeeping of the office.
Assist with Large Loss as needed.
Maintain timely communication and flow of information with field operations and other departments.
Daily collaboration with Operations Manager to monitor and resolve mitigation and construction documentation or final product deficiencies.
Facilitate collaborative relationships among internal teams and departments.
Coordinate with Project Director and customer for timely collection of project payment.