Commercial Project Coordinator
SERVPRO Team Phillips/Smith
Position Summary
The Commercial Project Coordinator plays a critical role in supporting the successful execution of commercial restoration projects from initial loss through final payment. This position serves as the administrative and operational liaison between clients, project managers, estimators, accounting, subcontractors, and vendors to ensure projects remain organized, profitable, and efficiently managed.
The ideal candidate is highly organized, detail-oriented, customer-focused, and capable of managing multiple priorities in a fast-paced environment while maintaining exceptional communication and follow-through.
Essential Responsibilities
Client & Customer Communication
- Serve as a primary administrative point of contact for commercial clients.
- Maintain proactive communication regarding project progress, documentation, scheduling, billing, and payment status.
- Coordinate with customers to obtain required approvals, documentation, and information throughout the project lifecycle.
- Provide exceptional customer service while representing SERVPRO's commitment to professionalism and responsiveness.
Estimating & Billing Support
- Assist estimators and project managers in streamlining the estimating process to accelerate billing and improve cash flow.
Coordinate timely preparation of estimates for:
- Emergency services
- Initial draws
- Progress billings
- Change orders
- Final invoices
- Ensure estimates accurately reflect all approved work performed.
- Monitor estimate status and follow up to ensure timely submission and approvals.
Cost Control & Profitability
- Ensure all project-related costs are properly captured and included within estimates for customer billing.
- Review invoices, purchase orders, subcontractor charges, rental equipment, and material costs to verify recoverability.
- Work closely with accounting and project management to minimize missed billable expenses.
- Assist in identifying billing discrepancies and opportunities to improve project profitability.
Purchasing & Vendor Coordination
- Order project materials, equipment, and supplies as directed.
- Coordinate deliveries to job sites.
- Maintain communication with vendors regarding pricing, availability, and lead times.
- Ensure purchase documentation is complete and accurately assigned to the appropriate project.
Project Management Software Administration
- Maintain accurate project information within SERVPRO's project management systems.
- Verify budgets, costs, purchase orders, invoices, subcontractor expenses, and change orders are properly entered.
- Assist project managers in monitoring project profitability and cost tracking.
- Generate reports and assist leadership with project performance metrics.
Financial Coordination
- Support collections by assisting with invoice documentation and customer billing inquiries.
- Coordinate documentation necessary for progress payments and final payment.
- Track outstanding billing items and assist with resolution of payment issues.
- Collaborate with accounting to ensure project financial records remain accurate and current.
Administrative Coordination
- Schedule meetings, inspections, and project-related activities.
- Maintain organized electronic project files.
- Assist with contract documentation, insurance documentation, and project correspondence.
- Coordinate with internal departments to ensure smooth project execution.
- Perform additional administrative duties supporting the Commercial Division as assigned.
Qualifications
Required
- High school diploma or equivalent.
- 3+ years of administrative, project coordination, construction, restoration, or related experience.
- Excellent organizational and time-management skills.
- Strong verbal and written communication skills.
- Proficiency with Microsoft Office (Excel, Word, Outlook, Teams).
- Ability to manage multiple projects simultaneously while maintaining attention to detail.
- Strong problem-solving and critical-thinking abilities.
- Customer-service oriented with a professional demeanor.
Preferred
- Experience in commercial construction, restoration, or insurance claims.
- Experience with QuickBooks
- Experience with Xactimate estimating software.
- Familiarity with SERVPRO systems, DASH, or similar project management software.
- Understanding of project billing, job costing, and financial reporting.
- Experience coordinating commercial restoration projects.
Knowledge, Skills & Abilities
- Strong organizational and planning skills.
- Ability to prioritize competing deadlines.
- Excellent attention to detail.
- Financial awareness and understanding of project profitability.
- Ability to work collaboratively across multiple departments.
- Strong analytical and problem-solving abilities.
- Professional written and verbal communication.
- Ability to maintain confidentiality and exercise sound judgment.
Success Measures
A successful Commercial Project Coordinator will consistently:
- Improve estimate turnaround times.
- Reduce delays in billing and collections.
- Ensure all billable costs are captured.
- Maintain accurate project financial data.
- Improve project profitability through administrative oversight.
- Deliver exceptional customer communication.
- Support Project Managers in efficient execution of commercial projects.
- Help maintain accurate reporting and project documentation.
- Contribute to the overall growth and operational excellence of SERVPRO Team Phillips/Smith's Commercial Division.
Work Environment
This position is primarily office-based with occasional visits to commercial job sites as needed. The role requires frequent communication with customers, vendors, subcontractors, insurance professionals, and internal team members.