Restoration Job File Coordinator
About The Position
OCI Restoration is a locally, veteran-owned disaster restoration company serving the Triangle area. We specialize in water, fire, mold, trauma cleanup, odor control, and reconstruction services. As we continue to grow, we are looking for a highly organized and detail-oriented Project File Coordinator to help keep our restoration projects compliant, organized, and moving efficiently from start to finish. If you thrive in a fast-paced environment, enjoy organization and problem-solving, and want to be part of a growing restoration company where your work truly matters, we want to hear from you. This position plays a critical role in maintaining insurance-compliant documentation, supporting operational efficiency, improving billing speed and cash flow, and delivering a high-level customer experience. This is an office-based administrative coordination role that works closely with project managers, technicians, estimators, customers, and insurance professionals.
Requirements
- Administrative or project coordination experience required
- Strong organizational skills
- High attention to detail
- Ability to multitask in a fast-paced environment
- Excellent verbal and written communication skills
- Strong computer and documentation skills
- Ability to work independently and as part of a team
Nice To Haves
- Restoration industry experience preferred
- Experience with insurance claims or construction administration is a plus
- Experience with Symbility, XactAnalysis, or Xactimate is preferred
Responsibilities
- Create and maintain complete digital project files
- Organize and upload photos, moisture maps, drying logs, and project documentation
- Ensure all contracts, authorizations, and required forms are completed
- Track missing paperwork and follow up with field staff
- Maintain organized and audit-ready files
- Upload documents into XactAnalysis, Symbility, and other carrier/TPA portals
- Track approvals, supplements, and documentation requests
- Assist with estimate and invoice coordination
- Communicate professionally with adjusters and insurance representatives
- Support mitigation and reconstruction project managers
- Assist with scheduling and project tracking
- Coordinate communication between office staff, field staff, and customers
- Help ensure projects move efficiently through all phases
- Verify file completeness before invoicing
- Assist with final invoice package preparation
- Help reduce delays in billing and collections
- Track open items needed for project closeout
- Communicate with customers regarding paperwork and scheduling
- Provide excellent customer service during stressful situations
- Help maintain a positive customer experience throughout the project
Benefits
- Competitive salary
- Health insurance
- Paid time off
- Company-matched retirement plan
- Company contribution toward employee health insurance premiums
- Paid holidays
- Paid vacation and sick time
- Opportunities for growth and advancement
- Ongoing training and professional development
- Supportive team environment
- Stable, growing company
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
