Team Coordinator Mitigation

Alpine Cleaning & Restoration•North Salt Lake, UT

8d•Onsite

About The Position

The Project Coordinator (also known as Team Coordinator) is a key member of the restoration team responsible for providing high-level administrative, operational, financial tracking, and customer service support to Project Managers, Estimators, and field personnel. This role ensures projects are completed efficiently, on time, within budget, and with excellent customer satisfaction. The Project Coordinator acts as the central point of coordination throughout the entire project lifecycle - from job intake through closeout and final collections - in a fast-paced insurance restoration environment.

Requirements

Office Start time 7:45 am (Earlier if applicable to meet with PM's to assist with Technicians or other scheduled meetings etc.)
Advanced proficiency in Microsoft Office 365 (especially Excel, Word, and Outlook)
Strong working knowledge of PSA (or equivalent restoration management software)
Ability to navigate multiple insurance carrier portals and vendor programs
Comfort with digital tools, cloud-based systems, and mobile applications
Ability to participate in on-call rotation as needed
Valid driver's license and reliable transportation (if site visit or check pickup is required)
Dedication to company values and continuous improvement
Excellent verbal and written communication skills
Exceptional attention to detail, organization, and follow-through
Ability to multitask and thrive in a fast-paced, high-pressure environment
Professional attitude with strong teamwork and customer service orientation

Responsibilities

Manage new job intake, electronic files, and documentation in PSA (or current job management system)
Prepare and send Welcome Letters, obtain signed Work Authorizations, Change Orders, and Certificates of Satisfaction (COS)
Coordinate schedules for subcontractors, in-house crews, material deliveries, and homeowner appointments
Maintain accurate job schedules, timelines, and control points in PSA and insurance vendor portals
Enter and verify receipts, subcontractor invoices, time cards, and material costs
Provide proactive customer communication and regular project updates to homeowners, adjusters, and agents
Review and process change orders for accuracy and proper approvals
Log all communications, notes, and updates in PSA and relevant vendor programs
Monitor job budgets, costs, and margins; flag potential issues early
Answer phones, handle client inquiries, and assist with collections
Conduct customer satisfaction check-in calls on all jobs 5% - 98% (especially on jobs 95-98% complete)
Generate and distribute weekly progress reports and Job Management Reports
Send weekly recap emails to all stakeholders that includes a job schedule, what happened this week and what to expect next week.
Prepare for and participate in team meetings with progress updates and action items
Assist with receivables management and keeping aging under 60 days
Audit active job files for compliance and completeness
Weekly AR Meeting with AR Manager to review job status' and ETA on payments
Ensure timely job closing out (target: within 5 business days of COS)
Verify all costs, hours, and invoices are posted correctly
Prepare final job folders, checklists, thank-you cards, and satisfaction surveys
Support final billing and collections processes
Maintain organized physical and digital project files
Support Project Managers and Estimators in delivering projects on time and within budget
Maintain exceptional customer service and communication standards
Protect company margins through accurate cost tracking and change order management
Ensure full compliance with insurance program requirements and internal processes
Continuously identify inefficiencies and contribute to process improvements