Construction Job File Coordinator/Estimator

SERVPRO of Vacaville / Dixon; Manteno (IL); On-site; USD 42,000 - 54,000; Full time

Job summary

SERVPRO is seeking a Construction Job File Coordinator to monitor leads from conversion to active status and through invoicing. The role works closely with the Construction Division to maintain an accurate work-in-progress board and audit daily job documentation.

The ideal candidate will have strong administrative and customer service skills, familiarity with Xactimate/Symbility/Cotality, and a background in restoration or construction.

Qualifications

• High school diploma/GED required.
• Previous office/estimating experience preferred.
• Exceptional customer service and strong administrative and communication skills required.
• Proficiency with various digital tools to complete tasks.

Responsibilities

• Monitor job file status and ensure documentation is accurate.
• Coordinate daily with Production crews to capture on-site data.
• Create/review estimates based on scope and photos.
• Maintain Work in Progress board for active leads/projects.
• Ensure client requirements are followed and communicate with stakeholders.
• Audit timestamps and data for reporting KPIs.
• Prepare and review job documentation for audits and invoicing.
• Coordinate with accounting on final invoicing and close-out activities.
• Support other departments as needed.

Skills

Customer service

Administrative abilities

Verbal and written communication

Digital tools proficiency

Education

High school diploma or GED

Tools

Xactimate

Symbility

Cotality

Job description

Summary

The primary responsibility of the Construction Job File Coordinator is to monitor incoming leads from conversion to active job status through completion of work and customer invoicing. The Construction Job File Coordinator will work closely with our Construction Division to maintain an accurate work-in-progress board and audit daily documentation for all job files. The Construction Job File Coordinator will also review the scope, estimate, and job file documentation to ensure all program requirements are met and all work performed is accurately invoiced.

Primary Responsibilities

• Monitor job file status to ensure accuracy in all job file documentation daily.
• Communicate daily with Production crews to ensure all required documentation is captured on site at point of task.
• Create/review estimate based on scope and photos from Production crew.
• Maintain an accurate Work in Progress board for all active leads/projects.
• Monitor and ensure all client requirements are followed.
• Maintain internal and external communications with all stakeholders.
• Review timestamps and other datapoints to reflect accurate reporting/KPMs.
• Complete and review job file documentation for final upload and the audit process
• Perform internal audit of all projects to ensure estimate captures all work performed.
• Perform all job close-out activities, including coordination with accounting team to ensure proper invoicing.
• Assist other departments, as needed.

Education And Experience Requirements

• High school diploma/GED is required.
• Previous office/estimating experience preferred.
• Exceptional customer service skills, strong administrative abilities, and excellent verbal and written communication skills required.
• Proficiency in using various digital tools and technologies to complete job tasks efficiently.
• Experience in the restoration, construction, or insurance industry is a plus.

Physical And Work Environment Requirements

This is a largely sedentary role in an office environment. However, some filing may be required. This could require the ability to lift files, open filing cabinets, and bend or stand on a step stool as necessary.

Normal Working Hours, Additional Working Hours, And Travel Requirements

This is a full-time position, working hours varying between 7:00 a.m. and 5:00 p.m., Monday–Friday. This position may require longer hours and some flexibility in hours may be needed depending upon business needs.

Fluent in Spanish is a plus.

Construction Admin Experience With Xactimate, Symbility, And Cotality Preferred.

Part-Time is also available.

Picture yourself here fulfilling your potential.

At SERVPRO®, you can make a positive difference in people’s lives each and every day! We’re seeking self-motivated, proactive, responsible, and service-oriented teammates to join us in our mission of helping customers in their greatest moments of need by repairing and restoring homes and businesses with an industry-leading level of service. With nearly 2,000 franchises all over the country, finding exciting and rewarding SERVPRO® career opportunities near you is easy! We look forward to hearing from you.

All employees of a SERVPRO® Franchise are hired by, employed by, and under the sole supervision and control of an independently owned and operated SERVPRO® Franchise. SERVPRO® Franchise employees are not employed by, jointly employed by, agents of, or under the supervision or control of Servpro Franchisor, LLC, in any manner whatsoever.