Team Coordinator

Alpine Cleaning & Restoration•North Salt Lake, UT

About The Position

The Team Coordinator, also known as Project Coordinator, is a key member of the restoration team who provides administrative, operational, financial tracking, and customer service support to Project Managers, Estimators, and field personnel. The role coordinates projects throughout their lifecycle, from job intake through closeout and final collections, helping ensure projects are completed efficiently, on time, within budget, and with excellent customer satisfaction in a fast-paced insurance restoration environment. The position reports directly to the Estimator Team Lead, with oversight by the Assistant General Manager. The office start time is 7:45 a.m., with earlier starts when needed for meetings or coordination with Project Managers. The coordinator handles daily project administration and scheduling, customer communications, cost and budget tracking, weekly reporting and meetings, file audits, receivables support, and timely project closeout. Participation in an on-call rotation may be required.

Requirements

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 using digital tools, cloud-based systems, and mobile applications.
Ability to participate in an on-call rotation as needed.
Valid driver's license and reliable transportation if a site visit or check pickup is required.
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.
Dedication to company values and continuous improvement.

Responsibilities

Manage new job intake, electronic files, and documentation in PSA or the current job management system.
Prepare and send Welcome Letters and obtain signed Work Authorizations, Change Orders, and Certificates of Satisfaction.
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 communications, notes, and updates in PSA and relevant vendor programs.
Monitor job budgets, costs, and margins, and flag potential issues early.
Answer phones, handle client inquiries, and assist with collections.
Conduct customer satisfaction check-in calls on jobs that are 5% to 98% complete, especially those that are 95% to 98% complete.
Generate and distribute weekly progress reports and Job Management Reports.
Send weekly recap emails to stakeholders covering the job schedule, the week's progress, and what to expect the following week.
Prepare for and participate in team meetings, providing progress updates and action items.
Assist with receivables management and help keep aging under 60 days.
Audit active job files for compliance and completeness.
Attend weekly accounts receivable meetings with the AR Manager to review job status and expected payment dates.
Close out jobs promptly, targeting completion within five business days of the Certificate of Satisfaction.
Verify that 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 customer service and communication standards, protect company margins through accurate cost tracking and change order management, and ensure compliance with insurance program requirements and internal processes.
Identify inefficiencies and contribute to process improvements.