Contract Coordinator

ready5restoration; Town of Florida (NY); On-site; USD 45,000 - 65,000; Full time

Job summary

ready5restoration is seeking a Contract Coordinator to create and manage contracts from start to finish and provide administrative support to the Office Manager and Production Teams.

The role involves answering customer calls, leading lead intake, setting up new jobs, and handling change orders, subcontract agreements, and invoicing using QuickBooks and DASH. Strong data entry and Excel skills are essential.

Qualifications

• 3 years of administrative support in a fast-paced construction/insurance restoration or claims management environment.
• Experience with collections preferred.
• Excellent data entry and mathematical skills.
• Strong Excel and other Microsoft applications are required.
• Excellent customer service skills.
• Able to work independently and handle multiple priorities with attention to detail.
• Must communicate financial information in sound business language.

Responsibilities

• Set up new jobs in DASH and Xactimate.
• Prepare and track receipt of signed contracts.
• Track owner change orders including supplements and ensure receipt of signed change orders.
• Produce subcontract agreements.
• Process invoices in QuickBooks & DASH.
• Prepare and distribute weekly job lists.
• Prepare and distribute Job Cost Detail reports.
• Assist with reconciling Credit Card Statements.
• Assist in maintaining accurate WIP reports with Office Manager.
• Follow up on collections.
• Manage documentation in DASH.
• Manage mortgage company claims process.

Skills

Customer service

Data entry

Attention to detail

Education

3 years administrative support in construction/insurance restoration or claims management

Tools

DASH

Xactimate

QuickBooks

Excel

Job description

SUMMARY

The Contract Coordinator is responsible for creating and following contracts from start to finish while providing administrative support to the Office Manager and Production Teams. Responsibilities include answering customer calls, intake of new lead, creating and setting up new jobs, follow up on collections, change orders and subcontract agreements. Reconciling monthly credit card statements, sending weekly reports to production staff, punch lists, updating various platforms, handling mortgage paperwork, invoicing and final payments.

ESSENTIAL DUTIES AND RESPONSIBILITIES

include the following. Other duties may be assigned.

• Set up new jobs in DASH and Xactimate
• Prepare and track receipt of signed contracts
• Track all owner change orders including supplements. Ensure receipt of singed change orders for all contract changes
• Produce subcontract agreements
• Process invoices in QuickBooks & DASH
• Prepare and distribute weekly job lists
• Prepare and distribute Job Cost Detail reports
• Assist with reconciling of Credit Card Statements
• Assist in maintaining accurate WIP reports with Office Manager
• Follow up on collections
• Manage documentation in DASH
• Manage all aspects of mortgage company claims process

SUPERVISORY RESPONSIBILITIES

This position has no supervisory responsibilities.

EDUCATION and/or EXPERIENCE

• Prefer 3 years of administrative support within a fast-paced construction/insurance restoration or claims management environment.
• Experience with collections preferred.
• Must have excellent data entry and mathematical skills.
• Strong excel and other Microsoft applications are required.
• Excellent customer service skills.
• The chosen applicant must be able to work independently and handle multiple priorities with a strong attention to detail.
• Must be able to communicate financial information into sound business language.