Job File Coordinator / Administrative Assistant

Servpro Franchisor, LLC; Florida; On-site; USD 26,000 - 28,000; Full time

Job summary

SERVPRO Franchise is seeking a dedicated Job File Coordinator in Florida to help clients recover from fire and water damage. You will perform file reviews, prepare estimates, coordinate scheduling, and ensure client requirements are followed, delivering superior service daily.

The ideal candidate has 2+ years in an administrative role, strong written and verbal communication skills, and proficiency with Microsoft Office and QuickBooks Online.

Qualifications

• 2+ years of administrative or office experience.
• Experience with writing estimates, job file processes, and QA a plus.
• Experience in service industry preferred.
• Strong written and verbal communication with professional tone.

Responsibilities

• Complete internal job file quality reviews.
• Prepare estimates and billing invoices.
• Coordinate crew and job scheduling.
• Monitor job file status and client requirements.
• Review and validate initial field documentation.
• Create preliminary estimate and daily file coordination.
• Maintain communications and prepare file reports.
• Complete audit and close-out of job files.

Skills

Administrative experience

Multitasking

Customer service

Communication skills

Education

High school diploma or GED

Tools

Microsoft Office

QuickBooks Online

Xactimate

Job description

Do you love helping people through difficult situations?

Then, don’t miss your chance to join our Franchise as a new Job File Coordinator. In this position you will be making a difference each and every day. We have a sincere drive towards the goal of helping make fire and water damage “Like it never even happened”!

We’re seeking someone who is great on the phone, has excellent analytical skills, is detail-oriented, and is a serious multi-tasker. If you are self‑motivated and have superb interpersonal skills, then you’ll thrive in this work environment. Our idea of the ultimate candidate is one who is proactive, is experienced, truly enjoys providing superior service, and loves taking ownership. Are you highly dependable and excited about routinely exceeding expectations? Then you may be our perfect hero!

As a valued SERVPRO® Franchise employee, you will receive a competitive pay rate with opportunity to learn and grow.

Primary Responsibilities

• Complete internal job file quality reviews
• Prepare estimates and billing invoices
• Coordinate crew and job scheduling
• Monitor job file status
• Monitor and ensure client requirements are followed
• Review and validate initial field documentation
• Create preliminary estimate
• Daily job file coordination
• Maintain internal and external communications
• Prepare job file reports
• Complete and review job file documentation for final upload and the audit process
• Complete job file audit process
• Perform job close‐out
• Assist with incoming phone calls
• Assist other departments, as needed

Position Requirements

• 2+ year(s) of administrative or office‑related experience
• Experience with writing estimates, job file processes, and quality assurance a plus
• Experience in service industry environment a plus
• Outstanding written and verbal communication skills, including proper pronunciation and grammar, and a consistently courteous and professional tone of voice at all times
• Polite, confident, and excellent customer service skills, including listening and questioning skills
• Ability to remain calm and professional during tense or stressful situations
• Excellent organizational skills and strong attention to detail
• Very self‑motivated and goal‑oriented
• Ability to multi‑task
• Capability to work in a fast‑paced, team‑oriented office environment
• Proficiency in Microsoft Office (i.e., Outlook, Word, Excel)
• Experience in Quickbooks online
• Ability to learn new software, including Xactimate® and proprietary software
• Minimum of HSD/GED preferred
• Ability to successfully complete a background check subject to applicable law
• Ability and willingness to participate in an on‑call rotation, as scheduled

Hours

• 40 hours/week, flexible to work overtime when required
• Vary between 8 a.m. and 5 p.m.

PayRate 19.00-20.00

Competitive pay based on experience.