Operations and Accounting Coordinator

Icon Property Rescue; Milford (OH); Hybrid; USD 52,000 - 76,000; Full time

Job summary

ICON Property Rescue is seeking an Operations & Accounting Coordinator to manage intake, dispatch, timecards, and job costing within a hybrid Water Mitigation team. Proficiency with PSA and Acumatica is essential.

The role links field operations with back-office financial controls, ensuring accurate handoffs and cross-functional support for accounting and administration. This position supports emergency response workflows and vendor coordination.

Qualifications

• Experience with PSA and Acumatica ERP systems.
• Excellent attention to detail in file auditing and labour tracking.
• Ability to coordinate dispatch, timekeeping, and job costing.

Responsibilities

• Emergency Call Handling during business hours and after-hours rotations.
• Inspection scheduling, dispatch of emergency crews, and route optimization.
• Timecard verification and job costing reconciliation with project files.
• Communicate with insurance adjusters and ensure smooth handoffs between departments.

Skills

PSA proficiency

Acumatica ERP

Timecard auditing

Cost control

Tools

PSA

Acumatica

Job description

OPERATIONS & ACCOUNTING COORDINATOR

Hybrid Production & Administration Support

Water Mitigation Department

POSITION OVERVIEW

The Operations & Accounting Coordinator is a vital hybrid role linking emergency response, field production workflows, and backoffice financial controls. Serving as an operational anchor for the Water Mitigation Department, this individual manages customer intake, emergency dispatching, timecard auditing, and daily job costing while ensuring high-accuracy handoffs and cross-functional backup for administration and accounting teams. Mastery of PSA (Proven Solutions Accounting/Restoration) and Acumatica is central to driving operational velocity and financial accountability.

CORE RESPONSIBILITIES

• Emergency Call Handling: Answer company phone lines professionally during business hours and actively participate in designated after-hours on-call emergency rotations.
• Inspection Scheduling & Dispatch: Accurately capture intake information, schedule initial damage inspections, and promptly dispatch emergency response crews to active water losses.
• On-Call Management & Routing: Maintain technician on-call schedules and actively monitor live GPS/routing to ensure targeted arrival times and emergency response standards are consistently achieved.
• Third-Party Vendor Coordination: Coordinate and schedule external partners and specialty trades-including content pack-outs, temporary emergency power, dumpster drops, and plumbing sub-contractors-to facilitate uninterrupted field production.

B. WATER PRODUCTION SUPPORT, FILE AUDITING & CLAIM LIAISON

• Daily File Audits: Perform daily compliance audits of active Water Department project files inside PSA, ensuring drying logs, photo documentation, moisture readings, and scope notes meet company and carrier standards.
• Timecard Verification: Review and approve daily and weekly time cards for Water Department technicians, auditing logged field labor hours directly against project job costing files.
• Adjuster Communication: Proactively communicate with insurance adjusters on active water claims to provide documentation updates, clarify project scope, and resolve claims questions.
• Water-to-Recon Handoff: Spearhead and facilitate seamless project handoffs from Water Mitigation to Reconstruction (Recon), ensuring signed documentation, complete scopes, and customer expectations transition smoothly.

ICON Property Rescue

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• Job Costing Management: Execute daily and job-closeout job costing for the Water Department, reconciling actual project expenditures against estimates across PSA and Acumatica.
• Expense & Invoice Reconciliation: Match and reconcile field receipts, material purchase orders (POs), and rental equipment invoices directly against individual job numbers to protect gross margins.
• Payroll Reporting: Learn, support, and execute designated components of the internal payroll reporting workflow.
• Accounts Receivable Support: Perform assigned AR duties, including monitoring open invoices, posting payments, and conducting targeted collection followups with carriers and clients.
• Cross-Departmental Administrative Coverage: Serve as the primary, cross-trained backup to both the Receptionist and the Accounting Clerk during peak volume, breaks, or absences.

QUALIFICATIONS & TECHNICAL COMPETENCIES

Technical & Industry Qualifications Operational & Interpersonal Skills

• Software Proficiency: Prior experience with or strong technical Crisis Composure: Excellent telephone etiquette with the capability to quickly master PSA and Acumatica ERP. ability to maintain composure and compassion when assisting
• Restoration Knowledge: Familiarity with emergency water homeowners in distress.

mitigation processes, insurance adjuster workflows, and claim

• Analytical Detail: Meticulous attention to detail in file auditing, timelines preferred. labor hours verification, and numerical data entry.
• Cost Control Acumen: Understanding of job costing Agility & Multitasking: Demonstrated capacity to toggle fundamentals, receipt reconciliation, PO matching, and basic effectively between structured desk accounting tasks and highAR operations. urgency emergency dispatch.

C. JOB COSTING, ACCOUNTS RECEIVABLE & ADMINISTRATIVE BACKUP

ICON Property Rescue is an Equal Opportunity Employer. This job description outlines the primary duties and qualifications required for the position. ICON Property Rescue reserves the right to modify job assignments and responsibilities as operational demands require.

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