Regional Coordinator

Salas O'Brien•Flower Mound, TX

1d•Hybrid

About The Position

The Regional Coordinator provides administrative support for a designated region. This role ensures consistent scheduling, communication, and office support while assisting with coordination of inspections and other administrative processes. Experts and Regional Coordinators work together as a team to give the best internal and external customer experience on projects. Regional Coordinators are expected to support between three and six billable experts.

Requirements

High school diploma or equivalent required.
Entry level work experience.
Ability to communicate orally or in written form effectively with employees and clients.
Builds and maintains positive and cooperative working relationships.
Maintains enthusiasm and a sense of urgency towards work.
Accepts and adjusts to changes in work priorities willingly and efficiently.
Strong grammar and proof-reading skills.
Demonstrates strong attention to detail.
Ability to work number of assigned hours.
Possesses strong critical thinking skills and is willing to go above and beyond to get the job done.
Basic computer skills including Microsoft Office, Word, Excel, PowerPoint and Adobe Acrobat.

Nice To Haves

Associate’s Degree or some college preferred.

Responsibilities

Workload Distribution Support: Lead Regional Coordinator with workload distribution, Monitor Job Assignment Tool and assign projects as directed, Provide accurate backlog of experts within region.
Project Assignment Cycle: Complete opening of projects, Assist experts in scheduling/logistics for inspections, meetings, and travel, Assist experts in providing budgets with proper verbiage per contract (when applicable) and recording/documenting approvals properly. Recording/documenting budget increases properly when approved by client., Coordinate communication between various experts on project team, Coordinate and order outside services as requested by expert (Aerial diagrams, equipment, other contractors including ladder assist, etc.).
Report and Deliverable Management: Guide reports, estimates, and other deliverables through review process, Assemble reports, estimates, and other deliverables into final format and obtain signature(s) from expert(s), Transmit final reports, estimates, and other deliverables to clients.
Compliance and Communication: Monitor and assist in maintaining compliance on projects including providing written communication confirming calls were made to meet assignment requirements, Assist and respond to inquiries on projects including preparation of electronic files to be shared with clients, Provide excellent customer service when problems arise and escalating to Regional Team Lead when needed.
Invoicing and File Maintenance: Complete regular invoicing, Assist with maintenance of electronic file including filing emails/communication in project folder.
Data and Procedures Maintenance: Maintain accurate records in internal ERP and scheduling systems (including but not limited to Date of Inspection, Report Promised Date, Report Sent Date, etc.), Maintain accurate records in external programs for specific client requirements (Xactanalysis, AlacNet/Cattrax, Corelogic, Slide/Align, etc.), Knowledgeable in Haag procedures and contractual agreements, where to located that information, and how to use it.
Daily Tasks: Monitor Job Assignment Tool and assign projects as directed, Complete opening of projects for experts in region, Update ERP with project information for experts in region, Assist in scheduling/logistics for inspections, meetings, and travel for experts in region, Coordinate communication between project manager, clients(s), additional experts, property owners, and others as needed, Complete invoicing for experts in region, Handle administrative tasks for project assignments.
Weekly Tasks: Review project status with each project managers assigned to them, Provide accurate backlog of experts within region, Support Lead Regional Coordinator, Assist expert in responding to inquiries from Compliance Coordinator and maintaining compliance with projects.
Monthly Tasks: Meet with all Administrative Manager, all Lead Regional Coordinators, and all Regional Coordinators to review processes and provide feedback. Review status of projects and compliance issues with Lead Regional Coordinator and Regional Team Lead.
As Needed Tasks: Prepare and guide reports, estimates, and other deliverables for review, assembly, signatures, and transmittal to clients, Order outside services, Handle urgent scheduling or travel needs.