Reconstruction Administrative Coordinator

Team Blue•Tigard, OR

7d•$30 - $34•Onsite

About The Position

Oregon Restoration, a top-rated, employee-owned company and a leader in Water Damage and Mold Mitigation, is seeking a service-oriented Reconstruction Coordinator. This role is crucial for managing reconstruction files from lead generation to closeout, ensuring operational, contractual, and financial milestones are met and communicated. While Estimators and Project Managers focus on customer interaction and project execution respectively, the Reconstruction Coordinator ensures seamless file progression, identifies risks, maintains financial visibility, and reinforces accountability through reporting. This is a full-time, in-person position located near Bridgeport Mall, offering a dynamic work environment within a growing, employee-focused company that has been recognized as one of Oregon’s Top 100 Companies to Work For for seven consecutive years.

Requirements

2–4 years of coordination, estimating, or operations support experience in restoration or construction.
Proficiency with DASH, spreadsheets, and document management systems.

Nice To Haves

Service-oriented professional who actively looks for ways to help others.
Ability to adapt to client and team needs.
Excels at problem-solving.

Responsibilities

Own lifecycle visibility for assigned files from lead creation through final closeout.
Track progression through sales, contract execution, production, billing, and collections.
Maintain continuous awareness of file health, risks, and blockers.
Ensure no file advances to the next phase without meeting defined readiness criteria.
Serve as the central point of continuity across departments for each assigned file.
Track estimator activity on leads and active sales opportunities.
Monitor milestones related to inspections, estimate completion, submissions, and approvals.
Govern timelines and deadlines for TPA and program work.
Surface risks, delays, or missing items through reporting and structured escalation.
Verify execution of service agreements and reconstruction contracts.
Confirm proper document categorization and storage within systems of record.
Track contract status and readiness prior to production handoff.
Ensure production does not begin without contractual alignment and visibility.
Track production milestones and schedule alignment.
Monitor budget exposure and surface scope related risks requiring estimator involvement.
Partner with Project Managers and Production Managers to maintain execution visibility.
Escalate systemic issues or recurring patterns impacting delivery or compliance.
Track billing readiness and invoice issuance timing.
Coordinate with Accounting to ensure invoices are issued accurately and timely.
Manage carrier and customer communication regarding payment timing.
Educate customers on insurance driven payment processes and expected cash flow.
Manage financial follow up through forty five days post completion.
Escalate files to Accounting after defined aging thresholds for formal collections and lien protection.
Verify approved subcontractor and vendor invoices are associated with the correct project.
Confirm invoice approvals align with completed work and approved scope.
Surface discrepancies to Project Managers and Accounting for resolution.
Support financial governance by ensuring AP activity aligns with project reality.
Maintain data accuracy within reporting systems.
Leverage Power BI dashboards to monitor lifecycle health and financial exposure.
Proctor WIP, billing, and recap meetings through structured reporting.
Highlight exceptions, aging, and risks requiring leadership attention.
Reduce reliance on routine manual audits through exception based oversight.
Ensure compliance with internal standards and program requirements.
Validate completeness of documentation, notes, and required fields.
Support audits triggered by reporting thresholds rather than routine file checks.
Reinforce consistent standards across all assigned files.