Project Coordinator - Denver, CO

Paul Davis•Denver, CO

7d•Onsite

About The Position

Want to be a difference maker? At Paul Davis Restoration, we help homeowners and businesses find peace of mind so they can focus on what matters most. Join our team as a Project Coordinator and become part of a company dedicated to making a difference when it matters most. Our Project Coordinators play a vital role in supporting residential and commercial customers who have experienced property damage caused by floods, fire, mold, wind, broken pipes, or appliance malfunctions. In this position, you will help guide customers through challenging situations with professionalism, empathy, and exceptional service. We are seeking dedicated individuals who are passionate about helping others and committed to providing extraordinary care during times of need. This is a critical role within our organization, and we are looking for individuals who embody the values that define Paul Davis Restoration. We take pride in building a team of professionals who are hardworking, reliable, and driven to make a meaningful impact for our customers and communities.

Requirements

High school diploma or equivalent required.
1–2+ years of experience in an administrative, coordination, or customer service role preferred.
Highly organized with strong attention to detail and effective problem-solving skills.
Ability to manage multiple priorities, multitask efficiently, and maintain strong organizational control in a fast-paced environment.
Strong verbal and written communication skills with the ability to communicate professionally with customers, team members, and external partners.
Proficiency in Microsoft Office (Word, Excel, Outlook) and general computer systems.

Nice To Haves

Thrives in a fast-paced environment and enjoys keeping projects organized and moving forward.
Naturally empathetic and service-oriented, with a genuine desire to help people during challenging situations.
Highly detail-oriented and proactive, with the ability to anticipate needs and solve problems before they escalate.
Comfortable communicating with multiple stakeholders, including customers, insurance adjusters, vendors, and internal teams.
Takes ownership of responsibilities and follows through to ensure tasks and projects are completed accurately and on time.
Works well both independently and collaboratively as part of a team.

Responsibilities

Collaborate with team members across departments to support operational efficiency and achieve company goals.
Provide administrative support to two or more Project Managers, serving as a second set of eyes to ensure all administrative requirements of processing a claim are completed accurately.
Proactively manage job files from receipt through closure, ensuring proper documentation, accuracy, and compliance throughout the project lifecycle.
Maintain complete and accurate job data in RMS, including customer information, adjuster contacts, internal participants, and referral sources when jobs are first entered into the system.
Regularly and thoroughly document job activity in company systems and TPA portals including RMS, Xactimate, Symbility, MICA, and Microsoft 365.
Confirm jobs received through program carriers and TPAs are properly linked and documented within internal systems.
Monitor and respond to communications through multiple channels—including XA/RMS/Symbility notes, phone, email, text, Teams, and other internal communication platforms—and update job files as necessary.
Ensure compliance requirements are met by actively reviewing and managing RMS reports and dashboards such as Jobs Lacking Interaction, RMS Compliance Manager, and Project Manager dashboards while adhering to SLA guidelines and TPA requirements.
Work closely with Project Managers to keep customers and insurance carriers informed throughout the lifecycle of each project, including transitions between project phases when applicable.
Communicate job schedules, project progress, and status updates to customers and insurance adjusters on a regular basis.
Serve as a point of contact for customers, adjusters, QA representatives, and other stakeholders involved in projects managed by the Project Manager.
Provide exceptional customer service by communicating with empathy, professionalism, and a calm, positive demeanor.
Assist Intake by answering incoming phone calls when needed and ensuring timely responses to customer inquiries.
Assist customers and insurance personnel with questions related to project status or documentation.
Coordinate with Project Managers and Accounting to ensure final invoices are prepared and ready for delivery during the final walkthrough.
Work with Project Managers to prepare active jobs for closure, including following up with customers and carriers regarding payments when necessary.
Proactively manage project closeout (“project tail”) by acting as a liaison between Accounting, Project Managers, insurance carriers, and customers to support timely collections and project completion.
Review pre-start documentation provided by Estimators to ensure job files are complete before project initiation.
Coordinate vendor onboarding by distributing vendor packets when needed.
Ensure compliance with company standards, regulatory requirements, and internal processes using office systems and reporting tools.
Prepare for and participate in team meetings and production audits with assigned Project Managers.
Provide daily and weekly job status updates to clients and internal stakeholders as required.
Monitor and manage all communication channels to ensure the team stays on top of incoming requests and project updates.
Support other departments as needed to help manage workload during CAT (catastrophe) events, high-volume periods, or team member PTO.
Provide occasional after-hours support during surge or CAT events as required.