Job File Coordinator - SERVPRO

Job Description

Job Description

Position Summary

The primary responsibility of the Job File Coordinator is to manage incoming leads from intake through job completion and invoicing while maintaining accurate job file documentation and administrative support throughout the project lifecycle. This role works closely with Production, Accounting, and customers to ensure all files, communications, and financial processes are completed accurately and efficiently.

Primary Responsibilities

• Answer and manage incoming phone calls and customer intake requests in a professional, accurate and timely manner.
• Enter and update job information in DASH and other internal systems.
• Maintain accurate and organized Work Center (WC) job files and ensure file accuracy throughout the project lifecycle.
• Monitor job file status daily to ensure all required documentation is complete and accurate.
• Communicate with Production crews and internal teams to obtain required job documentation and updates.
• Maintain accurate and detailed work-in-progress tracking for all active projects.
• Review job file documentation, timestamps, and related data to ensure accurate reporting and KPIs.
• Ensure all client and program requirements are properly documented and followed.
• Maintain internal and external communication with customers, vendors, insurance carriers, and team members.
• Assist with Accounts Receivable activities, including invoice follow-up and payment tracking.
• Coordinate job close-out activities and work with the Accounting team to ensure proper invoicing.
• Perform internal audits of job files to ensure accuracy and completeness.
• Assist other departments and administrative functions as needed.
• Ability to work independently and collaboratively in a team setting with a high degree of accuracy and attention to detail.

Education and Experience Requirements

• High school diploma or GED required.
• Previous office, administrative, customer service, or job coordination experience preferred.
• Strong customer service, organizational, administrative, verbal, and written communication skills required.
• Proficiency with digital tools and software systems, including DASH, Work Center, Drybook, DocuSketch, and Microsoft Office preferred.
• Xactanalysis/Xactimate knowledge or experience is a plus but not required
• Ability to manage multiple priorities in a fast-paced environment.
• Reliable and flexible with availability for overtime and on-call rotations.
• Experience in the restoration, construction, or insurance industry is a plus.

Physical and Work Environment Requirements

This position is primarily sedentary and operates in an office environment. Some filing and light lifting may be required, including opening filing cabinets, bending and standing.