Reconstruction Project Administrative Coordinator

SERVPRO of Beverly Hills/Westwood•Los Angeles, CA

10d•Onsite

About The Position

When disaster impacts a property, execution, speed, and accuracy make all the difference. At SERVPRO of Beverly Hills, we are looking for a highly organized, detail-oriented, and proactive Reconstruction Project Administration Coordinator to take full ownership of our job files and drive work seamlessly from start to finish. In this vital role, you will act as the central hub connecting Production, Estimating, Insurance/TPAs, and Accounting. If you thrive in a fast-paced environment, possess an ownership mindset, and excel at managing details while getting projects billed and paid, this is the perfect career step for you!

Requirements

Proficient in Microsoft Office 365, Teams, Outlook, and modern workplace technology platforms.
Exceptional organizational habits, high attention to detail, time management, and effective written and verbal communication skills.
Strong ownership mentality, accountability, and the ability to prioritize multiple moving parts in a fast-paced environment.
Ability to work full-time (8:00 AM – 5:00 PM, Monday–Friday), with flexibility for occasional extended hours or weekend work when emergency job volumes require.

Nice To Haves

Prior experience in restoration, construction, or insurance claims, along with familiarity with software such as WorkCenter, DASH, Xactimate, or TPA portals (Contractor Connection, XactAnalysis, State Farm).

Responsibilities

End-to-End Job File Ownership: Track job statuses across internal systems to proactively resolve gaps and prevent project delays.
Estimate & Insurance Coordination: Submit estimates to insurance carriers and TPA programs, track revisions/supplements, and follow up regularly through approval.
Client & Stakeholder Communication: Communicate clearly with property owners regarding scopes, schedules, delays, and required documentation.
Documentation & Compliance: Ensure all file photos, moisture logs, authorizations (COS, ATP), timestamps, and job notes comply with SERVPRO, TPA, carrier, and DASH program standards.
Billing Preparation & Invoice Submission: Audit job files for completion, verify approved scopes, and submit complete invoice packages for program and non-program (self-pay) jobs.