Project/Office Coordinator--RRS

Ratcliff Companies•Richardson, TX

13d•Onsite

About The Position

Ratcliff Recovery Services (RRS) is seeking a Project/Office Coordinator to serve as the organizational backbone behind their active recovery projects. This primarily office-based role works closely with Project Managers to ensure efficient management of documentation, scheduling, communication, billing, and project tracking from the initial notice of loss through final billing. The position reports directly to the President and acts as a key administrative and operational partner to both the project team and executive leadership. In addition to supporting active projects, the Project Coordinator will assist the President with day-to-day business operations, executive scheduling, reporting, communications, special projects, and other strategic initiatives to support the growth and success of RRS.

Requirements

2+ years of administrative, project coordination, office management, executive assistant, or office support experience
Strong organizational skills with the ability to manage multiple priorities at once
Excellent written and verbal communication skills
Strong attention to detail and follow-through
The ability to work independently and recognize what needs attention before being asked
Strong problem-solving and prioritization skills
Proficiency in Microsoft Word, Excel, Outlook, and other business software applications
The ability to work effectively with both field personnel and executive leadership
Professionalism and discretion when handling confidential business information
A high school diploma or equivalent is required.

Nice To Haves

Experience in Construction, restoration, insurance, or a related industry
Experience with Insurance claims documentation or billing
Experience with Invoice and job cost tracking
Experience with Xactimate
Experience with Construction, restoration, or project management software
Experience with Executive support or working directly with senior leadership
An Associate's or Bachelor's degree in Business Administration, Construction Management, Project Management, or a related field is preferred, but relevant professional experience may be substituted.

Responsibilities

Maintain project files, contracts, scopes of work, change orders, photo documentation, moisture logs, daily reports, and closeout documents.
Monitor project milestones, deadlines, open action items, missing documentation, and potential schedule issues.
Assist with Xactimate estimates, supplements, invoices, billing packages, project correspondence, and other documentation.
Track insurance approvals, outstanding invoices, payments, and open billing items while communicating with adjusters, TPAs, and clients.
Coordinate Project Managers, field technicians, subcontractors, clients, site visits, and mobilization.
Set up new project files, enter job information, and coordinate initial client communication and documentation for new loss events.
Collect and organize project photos, moisture readings, and other field documentation needed for estimates, reports, and claim submissions.
Serve as a professional point of contact between clients, insurance adjusters, subcontractors, field teams, Project Managers, and internal leadership.
Provide day-to-day administrative and operational support to the President, including calendar management, meeting coordination, report preparation, business correspondence, follow-up on key initiatives, and assistance with special projects.
Track key business priorities, action items, and operational objectives to ensure timely execution across projects and company initiatives.