Specialty Services Job Coordinator

Paul Davis Restoration•Stafford, VA

2d•Remote

About The Position

Paul Davis Restoration of Northern Virginia is seeking a Specialty Services Job Coordinator to organize and coordinate jobs handled by its contents, environmental and asbestos teams. The coordinator keeps jobs moving from initial contact through closing, ensuring required paperwork is signed and filed before work begins, communications and schedules remain current, and job files are complete and audit-ready. The role works with production teams, customers, insurance carriers, adjusters and third-party administrator (TPA) partners. Responsibilities include managing work authorizations and other customer forms; maintaining complete job records in RMS/DASH; monitoring compliance items and journal notes; ensuring timely EMS updates; communicating with carriers, customers and TPAs; managing shared-mailbox intake and onboarding; supporting crew scheduling; preparing closing requests and reports; and facilitating daily and weekly team meetings. The role is remote with occasional on-site work at the Stafford office or local job sites. Compensation is a base salary of $58,000–$65,000 per year, depending on experience, plus a bonus incentive program.

Requirements

At least 2 years of experience in project coordination, job coordination or administrative operations; restoration, construction or insurance claims experience is ideal.
Experience with RMS, DASH or an equivalent job-tracking and file-compliance system.
Familiarity with TPA workflows and KPI requirements, such as PDRI, Contractor Connection, Alacrity or similar, and with insurance carrier guidelines.
Comfort working remotely and staying connected with the team through phone and Microsoft Teams.
Proficiency in Microsoft Office, including Outlook, Word and Excel, and structured use of Outlook rules, flags and shared mailboxes.
Strong written and verbal communication skills, including the ability to work professionally with adjusters, TPAs and homeowners experiencing a stressful loss.
Exceptional organization and ability to manage many active jobs against competing deadlines.
High attention to detail in documentation and file compliance.
Self-directed approach, with the ability to identify workflow gaps and take ownership without prompting.
Valid driver’s license and reliable transportation for occasional on-site work.
Reliable high-speed internet and a quiet, professional workspace suitable for phone and Teams calls.
Ability to perform extended periods of computer work in job-management systems.

Nice To Haves

Experience in a franchise restoration environment, such as Paul Davis, ServPro, ServiceMaster or equivalent.
Working knowledge of water, fire, smoke, mold and environmental loss categories and IICRC standards for contents and environmental work.
Experience with Power BI dashboards, EMS or Encircle.
IICRC certification (WRT or FSRT) or an Asbestos Safety Certificate.

Responsibilities

Own the signed work authorization for every Specialty Services job, ensuring it is uploaded to RMS before work begins.
Prepare, send, track and upload Certificates of Satisfaction/Completion, disposal authorizations, refund or reimbursement documents and other customer forms, while honoring file hold notes.
Confirm with the production team at daily huddles and end-of-day check-ins which jobs are cleared to start.
Manage complete job files in RMS/DASH from intake through closing; create and link jobs correctly, upload signed documents, maintain journal notes, and keep files audit-ready.
Review the RMS Compliance Manager at the start and end of each shift; clear items within the coordinator’s responsibility and flag other Pending or Warning items to team members.
Update the RMS supervisor of record to the assigned production PM and ensure documentation aligns the approved scope with work completed and billed.
Ensure EMS updates are accurate, posted the same day work is completed, and submitted within carrier-required timeframes; use Power BI and missing-update reports to identify gaps.
Communicate with carriers, adjusters, customers and TPA partners according to program guidelines; acknowledge messages, respond within required timeframes, document replies and escalate exceptions.
Keep TPA platforms updated and monitor TPA compliance and KPI requirements; use assignment notes and Power BI action lists to prepare customer courtesy-call lists.
Monitor and manage the department shared mailbox, flag new assignments and service requests, route assignment notes for action, and ensure inquiries are not left unanswered.
Handle customer onboarding and intake, including job entry, compliance tasks, inspection scheduling, welcome letters, job documents and TPA platform updates.
Support scheduling for contents and environmental crews, and confirm the following day’s inspection and production calendar with each team member.
Prepare closing requests and production-closed checklists, confirm file completeness and required signed documents, and handle Pre-WIP and Post-WIP administrative tasks.
Prepare the daily EOD report using the team template, Power BI, assignment notes and call activity.
Lead the 8:00 AM business-health huddle by phone or Teams; maintain the team to-do list, run the EOD team check-in call, and facilitate the weekly production team meeting with action items and owners.
Occasionally assist with warehouse inventory and physical organization at the Stafford office.