Project Coordinator

Project Coordinator

We are a young, fast-growing company, disrupting the traditional restoration industry. We are focused on implementing custom technology to achieve a leaner operation, implementing strict customer service and job quality protocols to elevate the customer experience. We are unrelenting in our pursuit of improvement and better customer experience. This team is made of high achievers and even higher standards. We want to win and are maniacal about it. 

Please only apply if you are certain you are able to invest the time and energy it will take to be successful in this position. This is for someone who is hungry, ready to work long hours and be challenged. 

Role Overview

As a Project Coordinator, you will play a pivotal role in ensuring smooth project execution and exceptional customer experiences. Approximately 70% of your responsibilities will be dedicated to core tasks, while 30% will involve adapting to new projects, initiatives, and process improvements as needed. This dynamic role requires strong organizational skills, attention to detail, and the ability to effectively communicate with both clients and internal teams.

Customer Experience

• Serve as the primary point of contact for clients and adjusters, ensuring clear, professional, and timely communication.
• Maintain a high level of customer satisfaction by addressing concerns, providing updates, and ensuring a seamless project experience.
• Strive to achieve five-star client reviews at the completion of every project by delivering exceptional service.

Project Coordination & Logistics

• Vendor Coordination: Arrange for Industrial Hygienists (IH), plumbers, and other third-party vendors essential for project completion.
• Estimating & Documentation: Assist in the preparation and finalization of estimates. Collaborate with the sales team or call center as needed.
• Scheduling Optimization: Work closely with Field Managers to ensure efficient project scheduling and resource allocation. Dispatch during business hours as needed and schedule inspection. 
• Operational Meetings: Attend daily operations calls, review paperwork, provide client updates, and manage any necessary orders.
• Office Support: Perform administrative duties as required to support the team’s operational efficiency.

Project Financials & Documentation

• Accuracy Verification: Review documentation and invoices to confirm completeness and correctness.
• Time & Materials Tracking: Input Time and Materials (T&M) data into project trackers for accurate job costing.
• Subcontractor Invoices: Record and manage subcontractor invoices to maintain financial transparency.
• Final Documentation and Invoice: Gather all necessary project documents for the final invoice package submission.
• Encircle Verification: Ensure drying logs align with the invoice for accurate billing.
• Daily Progress Invoicing and Updating: Prepare and send out daily progress invoices to clients and call with daily job updates.

Additional Responsibilities & Adaptability

• This role requires flexibility to take on new projects and initiatives as they arise. Responsibilities may evolve based on business needs, making adaptability and problem-solving key skills for success.
• You may be assigned various ad hoc projects that contribute to process improvements, operational efficiency, or customer satisfaction enhancements.