Project File & Documentation Coordinator

SERVPRO of Vacaville / Dixon; Omaha (NE); On-site; USD 30,000 - 36,000; Full time

Benefits offered by this job

On-site fitness room

401(k) matching

Competitive salary

Health insurance

Dental insurance

Vision insurance

Paid time off

Profit sharing

Training & development

Job summary

SERVPRO Team Toft in Omaha seeks a highly organized Job File Coordinator to support restoration operations and office teams by managing project documentation and ensuring compliance from start to finish.

You will monitor active job files, coordinate with production, maintain WIP tracking, review notes and photos, and assist with invoicing and closeout while delivering professional communication with customers and insurance representatives.

Qualifications

• High School Diploma or GED required.
• Experience in office coordination or administrative roles preferred.
• Restoration/insurance industry experience is a plus.
• Strong attention to detail and organizational skills.
• Ability to multitask in a fast-paced environment.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office (Outlook, Word, Excel).
• Experience with Xactimate or insurance claims preferred.
• Ability to pass a background check.

Responsibilities

• Monitor active job files daily for accuracy, completeness, and compliance.
• Coordinate with production teams to ensure field documentation is submitted timely.
• Maintain and update Work-In-Progress (WIP) tracking.
• Review project notes, photos, and supporting documentation.
• Create or review estimates based on project scope and documentation.
• Perform internal audits of job files prior to submission and invoicing.
• Ensure insurance carrier and client program requirements are met.
• Review timestamps, photos, moisture logs, and supporting documents for quality assurance.
• Coordinate with accounting for final invoicing and job closeout.
• Communicate professionally with customers, insurance representatives, vendors, and team members.
• Assist operations and office departments as needed.

Skills

Attention to detail

Multitasking

Written and verbal communication

Customer service

Education

High School Diploma or GED

Tools

Microsoft Office (Outlook, Word, Excel)

Xactimate / insurance claims

Job description

SERVPRO Team Toft in Omaha seeks a highly organized Job File Coordinator to support restoration operations and office teams by managing project documentation and ensuring compliance from start to finish.

You will monitor active job files, coordinate with production, maintain WIP tracking, review notes and photos, and assist with invoicing and closeout while delivering professional communication with customers and insurance representatives.