Restoration Job File Coordinator

OCI Restoration; Raleigh (NC); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Competitive salary

Health insurance

Paid time off

Job summary

OCI Restoration – Raleigh, NC is seeking a detail-oriented Project File Coordinator to keep restoration projects compliant, organized, and moving from start to finish.

This office-based role supports project managers, technicians, estimators, customers, and insurance professionals, handling file management, insurance coordination, billing support, and customer communications.

Qualifications

• Restoration industry experience preferred.
• Administrative or project coordination experience required.
• Experience with insurance claims or construction administration is a plus.
• Experience with Symbility, XactAnalysis, or Xactimate is preferred.

Responsibilities

• Create and maintain complete digital project files (file management).
• Upload and organize photos, moisture maps, drying logs, and project docs.
• Ensure contracts, authorizations, and forms are completed on time.
• Track missing paperwork and follow up with field staff.
• Coordinate communication between office and field teams to keep projects moving.

Skills

Strong organizational skills

High attention to detail

Multitasking

Verbal and written communication

Computer and documentation skills

Team collaboration

Tools

Symbility

XactAnalysis

Xactimate

Job description

Benefits:

• Competitive salary
• Health insurance
• Paid time off

Project File Coordinator

OCI Restoration – Raleigh, NC

Pay: $45,000–$65,000 per year (based on experience)

OCI Restoration is a locally, veteran-owned disaster restoration company serving the Triangle area. We specialize in water, fire, mold, trauma cleanup, odor control, and reconstruction services. As we continue to grow, we are looking for a highly organized and detail-oriented Project File Coordinator to help keep our restoration projects compliant, organized, and moving efficiently from start to finish.

If you thrive in a fast-paced environment, enjoy organization and problem-solving, and want to be part of a growing restoration company where your work truly matters, we want to hear from you.

This position plays a critical role in:

• Maintaining insurance-compliant documentation
• Supporting operational efficiency
• Improving billing speed and cash flow
• Delivering a high-level customer experience

This is an office-based administrative coordination role that works closely with project managers, technicians, estimators, customers, and insurance professionals.

Responsibilities

Job File Management

• Create and maintain complete digital project files
• Organize and upload photos, moisture maps, drying logs, and project documentation
• Ensure all contracts, authorizations, and required forms are completed
• Track missing paperwork and follow up with field staff
• Maintain organized and audit-ready files

Insurance & TPA Coordination

• Upload documents into XactAnalysis, Symbility, and other carrier/TPA portals
• Track approvals, supplements, and documentation requests
• Assist with estimate and invoice coordination
• Communicate professionally with adjusters and insurance representatives

Project Coordination Support

• Support mitigation and reconstruction project managers
• Assist with scheduling and project tracking
• Coordinate communication between office staff, field staff, and customers
• Help ensure projects move efficiently through all phases

Billing & Closeout Support

• Verify file completeness before invoicing
• Assist with final invoice package preparation
• Help reduce delays in billing and collections
• Track open items needed for project closeout

Customer Communication

• Communicate with customers regarding paperwork and scheduling
• Provide excellent customer service during stressful situations
• Help maintain a positive customer experience throughout the project

Qualifications

Preferred Experience

• Restoration industry experience preferred
• Administrative or project coordination experience required
• Experience with insurance claims or construction administration is a plus
• Experience with Symbility, XactAnalysis, or Xactimate is preferred

Skills & Abilities

• Strong organizational skills
• High attention to detail
• Ability to multitask in a fast-paced environment
• Excellent verbal and written communication skills
• Strong computer and documentation skills
• Ability to work independently and as part of a team

Compensation & Benefits

• $45,000–$65,000 annual salary based on experience
• Company-matched retirement plan
• Company contribution toward employee health insurance premiums
• Paid holidays
• Paid vacation and sick time
• Opportunities for growth and advancement
• Ongoing training and professional development
• Supportive team environment
• Stable, growing company

Schedule

• Full-time
• Monday–Friday
• Occasional after-hours communication may be required during emergency situations

Why OCI Restoration?

At OCI Restoration, we believe in doing things the right way — professionally, ethically, and with urgency when people need help most. We are building a strong team culture focused on accountability, customer service, and operational excellence.

When life is at its worst, we are at our best.