Specialty Services Job Coordinator

Paul Davis Restoration of Northern Virginia•Stafford, VA

3d•$58,000 - $65,000•Remote

About The Position

Paul Davis Restoration of Northern Virginia is seeking a Specialty Services Job Coordinator to keep restoration jobs moving from initial contact through closeout. The role coordinates documentation, job-file compliance, customer and carrier communications, scheduling support, intake, reporting, and closing tasks for the Specialty Services department, which handles contents, environmental, and asbestos-related work. The coordinator owns signed work authorizations and customer forms, maintains complete and audit-ready RMS/DASH job files, tracks compliance items, ensures timely EMS and TPA platform updates, and communicates with carriers, adjusters, customers, and TPA partners. The position also monitors the shared mailbox, supports customer onboarding and crew scheduling, prepares closing requests and daily reports, and leads daily and weekly team meetings. This is a remote role with occasional on-site work at the Stafford office or local job sites. The role requires reliable high-speed internet and a quiet, professional workspace for phone and Microsoft Teams calls. Occasional warehouse inventory and physical organization assistance may be needed when at the Stafford office.

Requirements

At least 2 years of experience in project coordination, job coordination, or administrative operations; restoration, construction, or insurance claims experience is preferred.
Experience with RMS, DASH, or an equivalent job-tracking and file-compliance system.
Familiarity with TPA workflows and KPI requirements, including PDRI, Contractor Connection, Alacrity, or similar, and with insurance carrier guidelines.
Comfort working remotely and staying connected with the team by 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 and the ability to work professionally with adjusters, TPAs, and homeowners experiencing a stressful loss.
Exceptional organization and the ability to manage many active jobs against competing deadlines.
High attention to detail in documentation and file compliance.
Self-directed approach, including spotting workflow gaps and taking 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.

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

Ensure each Specialty Services job has a signed work authorization 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 each job file in RMS/DASH from intake through closing, including creating and linking jobs, uploading signed documents, and keeping files audit-ready.
Maintain a current journal note on every open job, ensuring none goes five or more days without a note.
Review the RMS Compliance Manager at the start and end of each shift, clear owned Pending and Warning items, and flag remaining items to team members.
Update the RMS supervisor of record to the assigned production PM.
Ensure documentation aligns the approved scope with work completed and billed.
Post accurate EMS updates on the same day work is completed and within carrier-required timeframes.
Use Power BI and missing-update reports to identify gaps and present them to the team at huddle.
Communicate with carriers, adjusters, customers, and TPA partners according to carrier program guidelines; acknowledge carrier messages the same day and respond within required timeframes.
Document every carrier communication in the job file and keep TPA platforms updated while monitoring compliance and KPI requirements.
Escalate TPA or carrier exceptions before they become compliance misses.
Use assignment notes and Power BI action lists to prepare customer courtesy-call lists and keep parties informed as projects move out of Pre-WIP.
Monitor and manage the department shared mailbox, flag new assignments and service requests, route assignment notes for prompt action, and ensure messages are answered.
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 next day's inspection and production calendar with team members at the end of each day.
Prepare and submit closing requests, complete production-closed checklists, and confirm file completeness and required signed documents.
Handle Pre-WIP and Post-WIP administrative tasks that move projects toward start and close.
Prepare the daily EOD report using the team template, Power BI, assignment notes, and call activity.
Lead the 8:00 AM business-health huddle, maintain the team to-do list based on huddle outcomes, run the EOD team check-in call, and facilitate the weekly production team meeting with action items and owners.