Intake & Admin Coordinator — Seamless Client Support

ServiceMaster Clean of Fraser Valley; Jacksonville (FL); On-site; USD 40,000 - 52,000; Full time

Benefits offered by this job

401(k)

401(k) matching

Competitive salary

Employee discounts

Health insurance

Opportunity for advancement

Paid time off

Training & development

Vision insurance

Wellness resources

Job summary

Paul Davis Restoration in Appleton is seeking an Intake & Admin Coordinator to be the bridge between customers, insurance partners, and the operations team. You will ensure new restoration jobs are set up accurately and that clients receive exceptional service.

You will handle data entry, documents with Adobe Sign, routing projects, and day-to-day office tasks, while maintaining a calm, organized approach in a fast-paced environment.

Qualifications

• High school diploma or equivalent.
• 2+ years of administrative or customer-service experience preferred.
• Experience in restoration, construction, insurance, or a service-based industry is a plus.
• Proficiency with Microsoft Office and ability to learn multiple software platforms.
• Valid driver’s license with an insurable driving record.

Responsibilities

• Receive and process new restoration assignments from customers, insurance companies, and referral partners.
• Gather and verify customer, claim, and property information to ensure accurate job setup.
• Create and maintain job files while entering data with exceptional accuracy.
• Route projects to the appropriate teams based on location, urgency, and job type.
• Monitor incoming calls, emails, and online portals to support timely response to new losses.
• Prepare electronic documents using Adobe Sign, including work authorizations, change orders, and Certificates of Satisfaction.
• Communicate professionally with homeowners, insurance representatives, and internal team members.
• Complete customer follow-up calls after projects are completed to gather feedback and encourage Google reviews.
• Enter deposits, process mail, order office supplies, and support day-to-day office operations.
• Assist with office events and other administrative projects that help keep the branch running efficiently.

Skills

Customer service

Organization

Attention to detail

Professional communication

Tech-savvy

Calm under pressure

Team player

Education

High school diploma

2+ years admin/office experience

Tools

Microsoft Office

Adobe Sign

Multiple software platforms

Job description

Paul Davis Restoration in Appleton is seeking an Intake & Admin Coordinator to be the bridge between customers, insurance partners, and the operations team. You will ensure new restoration jobs are set up accurately and that clients receive exceptional service.

You will handle data entry, documents with Adobe Sign, routing projects, and day-to-day office tasks, while maintaining a calm, organized approach in a fast-paced environment.