Job Summary
We are seeking a detail-oriented Job File Coordinator to manage, review, and maintain project documentation for a property restoration company. This role ensures job files are complete, accurate, and compliant with company standards and insurance requirements, supporting the entire project lifecycle from initial intake through final billing and administrative closeout.
Key Responsibilities
- Create, maintain, and organize job files in the company's job management system.
- Audit project documentation to ensure files are complete, accurate, and meet company and insurance carrier requirements.
- Review job photos, moisture logs, estimates, work authorizations, daily notes, and completion documents for accuracy and completeness.
- Follow up with field technicians, project managers, and other team members to obtain missing documentation and resolve discrepancies.
- Coordinate with insurance adjusters, third-party administrators (TPAs), and customers regarding job documentation and file requirements.
- Track project documentation status and ensure files are updated throughout the restoration process.
- Support compliance with insurance carrier and TPA guidelines to help prevent documentation issues and claim delays.
- Assist estimating and accounts receivable teams by preparing complete job files for invoicing and payment processing.
- Maintain accurate records and support administrative project closeout.
- Identify documentation gaps and communicate outstanding requirements to the appropriate team members.
Requirements
- Previous experience in administrative coordination, document control, project support, or a similar role.
- Experience with Xactimate and familiarity with insurance carrier or third-party administrator (TPA) documentation requirements.
- Strong organizational skills and exceptional attention to detail.
- Proficiency in Microsoft Office and digital document management systems.
- Strong written and verbal communication skills.
- Ability to manage multiple files, follow up on outstanding items, and meet deadlines.
- Ability to work independently while coordinating with multiple teams.
Preferred Qualifications
- Experience in property restoration, construction, insurance claims, or field service operations.
- Familiarity with restoration documentation, including moisture logs, job photos, estimates, work authorizations, and completion reports.
- Experience with restoration management software such as DASH, DryBook, or similar platforms.
- Experience supporting invoicing, claims documentation, or project closeout.
