Job File Coordinator

SERVPRO of Vacaville / Dixon; Pelham (AL); On-site; USD 25,000 - 28,000; Full time

Benefits offered by this job

Health insurance

Paid time off

Vision insurance

401(k)

401(k) matching

Dental insurance

Job summary

SERVPRO Team Wilson is seeking a full-time Job File Coordinator to monitor leads from conversion to invoicing and to work closely with Production to maintain accurate documentation and a robust work‑in‑progress board.

Responsibilities include reviewing scopes and estimates, ensuring client requirements are met, and coordinating with accounting for proper invoicing. Compensation is $18.00 - $20.00 per hour, with standard benefits.

Qualifications

• 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.

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.

Skills

Customer service

Administrative skills

Verbal and written communication

Proficiency with digital tools

Experience in restoration/construction

Education

High school diploma/GED

Job description

Summary

The primary responsibility of the Job File Coordinator is to monitor incoming leads from conversion to active job status through completion of work and customer invoicing. The Job File Coordinator will work closely with Production to maintain an accurate work-in-progress board and audit daily documentation for all job files. The 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.

Replies within 24 hours

Benefits

• Health insurance
• Paid time off
• Vision insurance
• 401(k)
• 401(k) matching
• Dental insurance

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.

The contents of this Job Description have been discussed with me and I have received a copy. I understand that this document is general in nature and responsibilities required may be amended from time to time. The signing of this Job Description acknowledges an understanding of the responsibilities of this position. Any item not understood should be clarified before signing to ensure that I understand what is expected.

Compensation: $18.00 - $20.00 per hour

Picture yourself here fulfilling your potential! Who is SERVPRO Team Wilson?

We are family-owned and operated business that has been serving the restoration needs of our community for many years. As a family, we believe in the importance of hard work, dedication, and treating our clients and employees like members of our own family. These values have helped us become one of the most successful teams in the SERVPRO system, as we strive to exceed our client's expectations and provide our employees with a supportive and rewarding work environment. We take pride in our reputation for excellence and are committed to continuing to deliver the highest level of service to our clients.

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.