Claims Coordinator/Receptionist

ServiceMaster RRH; Richland Hills (TX); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Health insurance

Opportunities for advancement

Training & development

Vision insurance

Job summary

ServiceMasterTEAM in Richland Hills, TX is seeking a Coordinator/Receptionist to support the Water Mitigation Department in-office. You will schedule and dispatch crews, manage calendars, handle billing documentation, and provide receptionist duties.

The role requires strong organizational and communication skills in a fast-paced environment and involves coordinating between field crews and Project Managers to ensure smooth operations.

Qualifications

• High school diploma or GED preferred.
• Office coordination, scheduling, dispatching, customer service or administrative experience is preferred but not required.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• On-call admin duties are required.

Responsibilities

• Schedule and dispatch mitigation crews to active and incoming jobs.
• Maintain daily and weekly mitigation calendar.
• Adjust schedules for cancellations, emergencies, changing job needs, and crew availability.
• Communicate schedule changes and job assignments clearly to technicians, crews, and Project Managers.
• Work with Project Managers regarding scheduling, job needs, and changes affecting active projects.
• Maintain accurate scheduling information and job status updates in the CRM and scheduling software.
• Complete required EAS documentation accurately and within required timeframes.
• Collect, organize, and submit required documentation to corporate for billing.
• Follow up with field personnel and Project Managers to obtain missing information for billing and compliance.
• Monitor job schedules and follow up on upcoming appointments and conflicts.
• Assist with maintaining accurate job records and documentation.
• Answer incoming phone calls and assist customers, vendors, and visitors.
• Provide general receptionist and administrative support within the office.
• Communicate professionally with customers, technicians, Project Managers, and other office personnel.

Skills

Organizational skills

Time management

Verbal communication

Written communication

Education

High school diploma or GED

Tools

Xactimate

CRM software

Scheduling software

Microsoft Office

Job description

Benefits

• Health insurance
• Opportunity for advancement
• Training & development
• Vision insurance

ServiceMasterTEAM – Water, Fire & Smoke Damage Restoration; FULL SERVICE RESTORATION

At ServiceMaster TEAM, we restore homes, businesses, and peace of mind after water, fire, and smoke losses. Backed by a nationally recognized brand and industry-leading standards, we deliver compliant, high-quality restoration services when customers need us most. We are seeking an Coordinator/Receptionist to assist in our office and within the mitigation department.

Position Summary

The Water Mitigation Coordinator serves as the scheduling and administrative hub of the Water Mitigation Department. This is an in-office position responsible for coordinating daily crew schedules, dispatching technicians, maintaining accurate job calendars, completing required EAS documentation, and submitting billing information to corporate.

The Coordinator works closely with Project Managers, technicians, and field crews to keep jobs moving efficiently and ensure scheduling needs are communicated clearly and promptly. This position also provides part‑time receptionist support within the office, including answering phones, assisting customers and visitors, and directing calls and information to the appropriate team member.

This is a fast-paced position that requires someone who is highly organized, detail-oriented, dependable, and able to manage multiple priorities at once. The ideal candidate can stay calm when schedules change, communicate effectively with both field and office personnel, and keep up with the constant demands of a busy mitigation department.

Job Responsibilities

• Schedule and dispatch mitigation crews to active and incoming jobs.
• Maintain and manage the daily and weekly mitigation job calendar.
• Adjust schedules as needed for cancellations, emergencies, changing job needs, and crew availability.
• Communicate schedule changes and job assignments clearly to technicians, crews, and Project Managers.
• Work directly with Project Managers regarding scheduling, job needs, and changes affecting active projects.
• Maintain accurate scheduling information and job status updates in the company's CRM and scheduling software.
• Complete required EAS documentation accurately and within required timeframes.
• Collect, organize, and submit required documentation to corporate for billing.
• Follow up with field personnel and Project Managers to obtain missing information or documentation needed for billing and compliance.
• Monitor job schedules and follow up on upcoming appointments, changes, and scheduling conflicts.
• Assist with maintaining accurate job records and documentation.
• Answer incoming phone calls and assist customers, vendors, and visitors as needed.
• Provide general receptionist and administrative support within the office.
• Communicate professionally and efficiently with customers, technicians, Project Managers, and other office personnel.
• Assist with other administrative duties related to the Water Mitigation Department as needed.

Job Requirements

• High school diploma or GED preferred.
• Previous office coordination, scheduling, dispatching, customer service, or administrative experience is preferred but not required.
• Restoration or insurance industry experience is a plus.
• Xactimate knowledge or experience is a plus, but not required.
• IICRC certifications are not required but are considered a plus.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple tasks and priorities simultaneously.
• Ability to work effectively in a fast-paced environment where schedules and priorities can change quickly.
• Comfortable communicating with both office personnel and field crews.
• Basic computer skills and the ability to learn company software and systems quickly.
• Experience with Microsoft Office, Outlook, CRM, or scheduling software is preferred.
• Dependable, punctual, and able to follow through on assigned responsibilities.
• Professional and friendly phone and customer service skills.
• Ability to remain calm, focused, and organized under pressure.
• On-call admin duties are required.

Physical Demands and Working Conditions

This is primarily an in-office position involving extended periods of sitting and working at a computer and telephone.

The Employee Must Be Able To

• Sit and work at a computer for extended periods of time.
• Use a computer, telephone, keyboard, and other standard office equipment.
• Perform repetitive hand and wrist movements associated with typing and computer work.
• Read and interpret information displayed on computer screens and in written documentation.
• Communicate clearly and exchange information quickly and accurately.
• Maintain concentration and attention to detail in a busy office environment.
• Occasionally lift or move office materials or other items weighing up to 20 pounds.
• Work in a professional office environment with changing levels of activity and noise.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by associates assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed. The Company reserves the right to modify this description in the future, with or without notice to the employee. This Job Description does not create an employment contract, implied or otherwise, and employment with the Company remains at will. These responsibilities are subject to possible modification to reasonably accommodate individuals with disabilities.