Job File Coordinator - Office Coordinator - JFC

SERVPRO Industries, Inc.; Norwalk, Northern (CT, KY); Hybrid; USD 71,635,000 - 77,366,000; Full time

Benefits offered by this job

401(k) with company match

Health insurance

PTO/Sick, Vacation Paid Time Off

Holidays

Professional development assistance

Job summary

SERVPRO of Stamford is seeking a detail-oriented Job File Coordinator/Office Coordinator in Norwalk, CT. The role involves managing and coordinating job files for residential and commercial mitigation projects, supporting Project Managers, and ensuring timely completion of duties in a fast-paced office.

The ideal candidate will have strong knowledge of office systems, MS Office, and experience with insurance claims.

Qualifications

• Knowledge of office management systems and procedures.
• Proficiency in Microsoft Office Suite and Franchise software.
• Experience in Insurance Claims Processing preferred.
• Bilingual – English/Spanish is a plus.
• Ability to thrive in a fast-paced, high-volume environment.

Responsibilities

• Interface with Customers to ensure open and effective communication and timely completion of duties and job files.
• Oversee scheduling, appointments, and production services.
• Monitor and ensure complete file status with supporting documentation.
• Handle insurance claims processing.
• Prepare job file reports and ensure audit readiness.
• Assist with answering main office lines and administrative duties.

Skills

Office management systems

MS Office Suite

Insurance claims processing

Tech savvy

Xactimate

XactAnalysis

Time management

Attention to detail

Written and verbal communication

Organization

Multi-tasking

Bilingual English/Spanish

Education

High school diploma/GED

Associate degree

Job description

Title: Job File Coordinator(JFC)

Location: Norwalk, CT

Hourly Range: $25.00 to $27.00, Hourly Rate(Depends on Experience)

FLSA Classification: Full-Time, Non-Exempt

Servpro of Stamford, serving the Fairfield County (Norwalk, CT) area is seeking an individual to fill the role of Job File Coordinator/Office Coordiator. In this role, the successful candidate will assist in the management and coordination of job files for a multi-franchise residential and commercial mitigation business.

We are seeking an individual who is highly self-confident, energetic, detail-oriented, and who will aggressively take the initiative in a high volume and fast paced office environment. As the Job File Coordinator / Office Coordinator, you will be responsible for providing administrative support to ensure the efficient operation of the mitigation & reconstruction team. The ideal candidate will support the Mitigation Office Team, Reconstruction Team, Project Managers and Customers through a variety of tasks related to organization, communication, and job file completion.

ESSENTIAL DUTIES & RESPONSIBILITIES

Administrative & Customer Support

• Interface with Customers to ensure open and effective lines of communication and timely
• completion of duties and job files, maintaining close and positive relationships with clientele.
• Interface with Project Managers, Field Crew and Office personnel to ensure open and effective lines of communication and timely completion of duties and job files.
• Oversee scheduling, appointments, and production services.
• Monitor and ensure complete file status, with appropriate supporting documentation.
• Handle insurance claims processing.
• Job File Coordination
• Monitor job file status
• Monitor job file audit status
• Maintain job file WIPs (Work-in-Progress)
• Monitor and ensure client requirements are followed

Job File Documentation

• Review and validate initial field documentation
• Create preliminary estimates
• Perform daily job file coordination
• Perform job file backup
• Keep all hard copies and digital copies of all Job Files

Job File Communication and Reporting

• Maintain internal and external communications with Office Coordinators, Project Managers, Field Crew and Clients
• 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

Other

• Assist with answering the main office lines.
• Administrative job duties.
• Other ad-hoc duties assigned and requested by management.

REQUIREMENTS, DESIRED KNOWLEDGE, AND SKILLS

• Knowledge of office management systems and procedures
• Proficiency in Microsoft Office Suite and other relevant Franchise Specific Software
• Previous Insurance Claims Processing and Insurance Industry Experience Preferred
• Tech Savvy with the ability to learn new software easily
• Franchise Specific Software: Xactimate, XactAnalysis, and others
• Excellent time management skills to prioritize and complete a wide variety of tasks throughout the day
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Ability to adapt and pivot under demanding conditions, with the capacity to manage numerous projects at once
• Previous customer service experience; preferably in a cleaning, restoration or construction industry
• Patience and listening skills to respond appropriately and interact positively with customers
• Capable to work in a fast-paced, high call volume, team-oriented environment
• Bilingual – English/Spanish, a plus

EDUCATION

• High school diploma/GED; required
• Associate degree; preferred

COMPENSATION & BENEFITS

We offer competitive pay as well as comprehensive benefits.

Benefits

• 401(k) with company match
• Health insurance
• PTO/Sick, Vacation Paid Time Off
• Holidays
• Professional development assistance

Schedule

• 8 Hour Day / 40 Hours Per Week Shift, flexible to work overtime when required
• Monday to Friday
• 8:00AM to 5:00PM

On-Call Dispatcher

• As part of our 24-hour emergency services operation, employees are required to serve as an On-Call Dispatcher for one week per month or one week in 6 weeks, which is calendared in advance, covering after-hours shift.

Overtime Requirement

We are a 24/7 Emergency Services business. You will occasionally be expected to work nights and weekends to assist our customers in their time of need during storms, cold weather, and other natural or man-made emergency situations.

WORKING CONDITIONS

Environment: This position will be in-office environment; Not Eligible for hybrid or remote.

Ability to commute

Reliably commute or planning to relocate before starting work (Required)

• Norwalk, CT 06851:

Please Note: Our office is a Pet Friendly Office, there are occasionally dogs in and around our office!

ABOUT SERVPRO

History

SERVPRO of Stamford, serving the Fairfield County (Norwalk, CT) area understands the stress and worry that comes with a fire or water damage and the disruption it causes to your life, home, or business. Our goal is to help minimize the interruption to your life and quickly make it "Like it never even happened." SERVPRO of Stamford, serving the Fairfield County (Norwalk, CT) area specializes in the cleanup and restoration of residential and commercial property after a fire, smoke or water damage. SERVPRO of Stamford, serving the Fairfield County (Norwalk, CT) area can also mitigate mold and mildew from your home or business.

Importance of Community

Many leaders in our business were born, raised, and have raised families of their own in Fairfield County. Our neighbors are very important to us. With over 35 years we have helped thousands of people and businesses to recover from disaster as quickly as possible.

Training

We pride ourselves in being the best in the industry, and the best in the community. That's why our staff is highly trained in property damage restoration. From initial and ongoing