Project Coordinator - Office Administration/Restoration Services

IICRC; Austin, Northern (TX, KY); Hybrid; USD 45,000 - 65,000; Full time

Benefits offered by this job

Health insurance

Opportunity for advancement

Paid time off

Training & development

401(k) matching

Competitive salary

Job summary

SERVPRO Carmichael/Citrus Heights Roseville/E&W Modesto/Manteca is seeking a dependable Project Coordinator to provide daily administrative support to Project Managers and restoration teams. The role is full-time and office-based in a fast-paced restoration environment.

You will coordinate schedules, communicate with customers and insurers, manage digital job files, enter data in company software, and help keep multiple active projects organized.

Qualifications

• 1+ year of professional office administration, scheduling, customer service, or coordination experience preferred.
• Previous experience in restoration, construction, insurance, property management, or field services strongly preferred.
• High school diploma or GED required.
• Strong computer proficiency, including Microsoft Office, Outlook, spreadsheets, and web-based software.
• Excellent written and verbal communication skills.
• Strong organizational and time-management skills.
• Ability to accurately manage multiple responsibilities and deadlines.

Responsibilities

• Coordinate appointments, inspections, field crews, and job schedules.
• Communicate with customers, insurance adjusters, vendors, and field personnel by phone, email, and text.
• Maintain accurate and organized digital job files, including photos, notes, work authorizations, and project documents.
• Enter and update job information in company software and project management systems.
• Track job progress, outstanding paperwork, approvals, and deadlines.
• Assist Project Managers with estimate documentation, job requirements, and customer updates.
• Follow up on outstanding documents, authorizations, scheduling needs, and next steps.
• Review job files for missing information and documentation accuracy.
• Identify potential scheduling conflicts, delays, or administrative issues and communicate them promptly.
• Support daily office operations and help ensure multiple active projects stay organized.

Skills

Reliability

Organization

Attention to detail

Multitasking

Written communication

Data entry

Software proficiency

Independent work

Adaptability

Proactive

Education

High school diploma or GED

Tools

Microsoft Office

Outlook

Spreadsheets

Web-based software

Job description

Benefits:

• Health insurance
• Opportunity for advancement
• Paid time off
• Training & development
• 401(k) matching
• Competitive salary

Now Hiring: Project Coordinator – Office Administration (Restoration Services)

Full-Time | Office-Based | Fast-Paced Restoration Company

Are you an experienced administrative professional who enjoys staying busy, keeping people organized, and making sure the details don't fall through the cracks?

SERVPRO Carmichael/Citrus Heights Roseville/E&W Modesto/Manteca is hiring a dependable, highly organized Project Coordinator to provide daily administrative support to our Project Managers and restoration teams.

What You'll Do

As a Project Coordinator, you'll help manage the day-to-day administrative details behind our restoration projects.

Your responsibilities will include:

• Coordinate appointments, inspections, field crews, and job schedules.
• Communicate with customers, insurance adjusters, vendors, and field personnel by phone, email, and text.
• Maintain accurate and organized digital job files, including photos, notes, work authorizations, and project documents.
• Enter and update job information in company software and project management systems.
• Track job progress, outstanding paperwork, approvals, and deadlines.
• Assist Project Managers with estimate documentation, job requirements, and customer updates.
• Follow up on outstanding documents, authorizations, scheduling needs, and next steps.
• Review job files for missing information and documentation accuracy.
• Identify potential scheduling conflicts, delays, or administrative issues and communicate them promptly.
• Support daily office operations and help ensure multiple active projects stay organized.

The Experience We're Looking For

We're looking for someone who has worked in a busy office environment where organization, communication, accuracy, and follow-through are essential.

Relevant experience includes:

• Administrative Assistant or Office Coordinator
• Service Coordinator or Scheduling Coordinator
• Construction or Restoration Office Administrator
• Insurance Claims Assistant or Administrative Support
• Property Management Coordinator
• Dispatcher or Field Service Coordinator
• Project Administrative Assistant

Experience in restoration, construction, HVAC, plumbing, insurance, property management, or other field service businesses is especially valuable.

Experience with job-management software, CRM platforms, DASH, Xactimate, or similar systems is a plus, but not required.

What We're Looking For

The right candidate is:

• Reliable, punctual, and accountable.
• Highly organized with strong attention to detail.
• Comfortable managing multiple active jobs and shifting priorities.
• Confident speaking with customers and vendors on the phone.
• Proactive about following up and completing outstanding tasks.
• Skilled in data entry, electronic filing, and maintaining accurate records.
• Comfortable using multiple software programs throughout the day.
• Able to communicate professionally and clearly in writing.
• Capable of working independently while supporting a larger team.
• Calm and productive in a fast-paced environment.
• Someone who notices missing information and takes action without waiting to be asked.

We value real-world administrative experience, initiative, and follow-through over formal project management certifications.

Qualifications

• 1+ year of professional office administration, scheduling, customer service, or coordination experience preferred.
• Previous experience in restoration, construction, insurance, property management, or field services strongly preferred.
• High school diploma or GED required.
• Strong computer proficiency, including Microsoft Office, Outlook, spreadsheets, and web-based software.
• Excellent written and verbal communication skills.
• Strong organizational and time-management skills.
• Ability to accurately manage multiple responsibilities and deadlines.

What We Offer

• Competitive compensation
• Comprehensive benefits
• Training and professional development
• Opportunities for advancement
• A supportive, team-oriented work environment
• Opportunities to grow into senior coordination, estimating, or operational roles

What to Expect

Our team responds to water damage, fire damage, mold remediation, and other property emergencies. That means our office is busy, priorities change, and communication matters.

Throughout the day, you'll be coordinating schedules, communicating with customers, updating job files, requesting documentation, following up with insurance representatives, and supporting Project Managers.

We're looking for someone who already has a solid administrative foundation and enjoys being the person who keeps everything organized behind the scenes.

If you're detail-oriented, dependable, comfortable on the phone, and experienced in a busy service-oriented office, we'd love to hear from you.

Skills / Physical Demands / Competencies

This is primarily a sedentary, office-based position. Some filing may require occasional standing, bending, and handling office materials. Employment may be contingent upon successful completion of a background check, consistent with applicable law.

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