Project Coordinator

Paul Davis Restoration • Town of Cottage Grove, WI

5h

About The Position

The Project Coordinator is responsible for holding the Project Management Team accountable for the timely completion of compliance tasks, invoicing according to our contract terms, and ensuring proper documentation is completed/updated in real time. The Project Coordinator also facilitates Work in Progress (WIP) meetings and is accountable for quality by ensuring Best in Class communication is given to our property owner and insurance company customers.

Requirements

• High school diploma or GED
• Valid driver’s license and insurable motor vehicle record
• Proficient software skills using Windows, Office, and web browsers; able to learn new apps and software quickly

Nice To Haves

• Bachelor’s degree in business, construction, or related field
• Experience in insurance claims and/or construction

Responsibilities

• Intake new losses, email loss details to appropriate parties, and send welcome letters to property owners.
• Send Loss Notifications and periodic updates to insurance agents.
• Post public notes as required by program work and private notes per Company standards.
• Complete job progress updates in RMS, Xactanalysis, JobTrack, Alacnet, and other applications as required.
• Increase Quality Assurance by monitoring project schedules and periodically checking in with customers per Company guidelines.
• Confirm Project Manager has contacted and updated insurance adjuster per Company guidelines.
• Create and obtain electronic contract documents with customers using Company electronic documents software.
• Address customer inquiries and concerns in a professional manner and with a high degree of urgency.
• Alert Project Management Team & Owners to potential risks according to the Company’s Risk Management Plan.
• Participate in rotating on-call schedule as administrative support.
• Facilitate weekly WIP meetings with Project Managers.
• Ensure project compliance tasks are updated and current every week.
• Confirm the 5 Fundamentals are completed per Company standards.
• Verify all required contract & project documentation/photos are fully executed and uploaded to RMS and exported out on program assignments.
• Update Project Managers on project budgets versus actual expenses.
• Invoice projects per the terms of the contract, confirm delivery to the customer, and assist with collections.
• Communicate Project Manager capacity to take new work to VP of Project Management and all Coordinators
• Obtain building permits as required by local municipalities.
• Communicate project delays and escalate failed promises to management per Company Guidelines.
• Monitor and report on the resolution of project issues with management.
• Follow through with Project Manager on memorializing the project with both the property owner and insurance adjuster.
• Assist Project Managers with invoicing and collections activities in alignment with company standards and procedures.
• Verify all money is received and all job costs have been posted to the job.
• Assist with obtaining 5-star Google reviews.
• Archive paper project files, project emails in shared Company Outlook account, and digital files in SharePoint.
• Assist Operations team as needed.
• Other duties as assigned.

Benefits

• Full Family Medical/Health Insurance Benefit (Up to 70% employer-paid monthly premium)
• Generous employer paid medical deductible through an HRA
• Domestic Partner coverage
• Life & Disability Insurance
• Affordable employee-paid dental and vision benefits
• Up to 4% match for 401k or Roth IRA (fully vested upon eligibility)
• Generous paid time off (PTO) along with 8 paid holidays
• Company profit sharing after one year of employment
• Company-sponsored training and leadership development opportunities

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED