Team Coordinator

OVERVIEW: 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.

SUPERVISION: This position reports directly to the Estimator Team Lead with oversight by the Assistant General Manager.

Morning Routines:

Office Start time 7:45 am (Earlier if applicable to meet with PM's to assist with Technicians or other scheduled meetings etc.)

• 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

Weekly Routines:

• 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

Administrative & Technology:

• 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
• 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

Additional Requirements or Objectives:

• 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
• 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