Restoration Team Coordinator -Birmingham, AL
Accentuin, LLC.
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Job summary
Accentuin, LLC. in Birmingham, AL is seeking a Team Coordinator to serve as the communication hub for restoration projects, coordinating with Project Managers, technicians, customers, insurance representatives, subcontractors, vendors, and internal departments to keep work moving smoothly.
The role requires highly organized, proactive, and detail-oriented work in a fast-paced environment, managing schedules, documentation, and customer updates with professionalism.
Qualifications
- High school diploma or equivalent required.
- Experience in administrative, customer service, scheduling, restoration, insurance, or project coordination preferred.
- Strong organizational and time-management skills.
- Excellent verbal and written communication skills.
- Strong attention to detail.
- Ability to manage multiple projects and priorities simultaneously.
- Strong computer skills and the ability to learn new software quickly.
- Able to stay calm and professional in a fast-paced environment.
- Team player who can work across departments.
- Dependable, punctual, and accountable.
Responsibilities
- Coordinate daily activities for assigned restoration projects.
- Maintain up-to-date job files, documentation, photos, notes, and customer information.
- Ensure documentation is completed and submitted timely.
- Monitor progress and follow up with Project Managers and field teams.
- Assist with opening, updating, and closing restoration jobs in company software.
- Track milestones, deadlines, inspections, equipment, and materials.
- Review jobs for missing information and communicate deficiencies.
- Support Project Managers with admin tasks to keep production focused.
Skills
Education
Tools
Job description
Department: Operations
Reports To: Operations Manager / General Manager
FLSA: Non-Exempt
Employment Type: Full-Time
The Team Coordinator is a critical support position within the restoration operation and serves as the communication and coordination hub for assigned restoration projects. This position works closely with Project Managers, field technicians, customers, insurance representatives, subcontractors, vendors, and internal departments to ensure projects move efficiently from initial assignment through completion.
The Team Coordinator is responsible for keeping the team organized, maintaining accurate job documentation, coordinating schedules and resources, communicating with customers, and identifying potential problems before they become larger issues.
The ideal candidate is highly organized, detail-oriented, proactive, dependable, an excellent communicator, and capable of managing multiple priorities in a fast-paced environment.
- Coordinate daily activities associated with assigned restoration projects.
- Maintain accurate and up-to-date job files, documentation, photographs, notes, and customer information.
- Ensure required documentation is completed and submitted in a timely manner.
- Monitor job progress and follow up with Project Managers and field teams on outstanding items.
- Assist with opening, updating, and closing restoration jobs in company software.
- Track important job milestones, deadlines, inspections, equipment, materials, and completion requirements.
- Review jobs for missing information and communicate deficiencies to the appropriate team member.
- Assist Project Managers with administrative tasks so they can remain focused on production, customers, and project profitability.
- Coordinate technician, Project Manager, subcontractor, and vendor schedules.
- Schedule customer appointments, inspections, deliveries, pickups, and other project activities.
- Communicate schedule changes quickly and accurately to all affected parties.
- Help ensure the appropriate labor, equipment, materials, and resources are available when needed.
- Monitor upcoming work and identify scheduling conflicts or resource shortages before they affect production.
- Assist with emergency and CAT-event scheduling when required.
- Serve as a professional point of contact for customers regarding scheduling and project updates.
- Answer customer questions or route them to the appropriate Project Manager or department.
- Provide timely updates regarding appointments, delays, deliveries, and next steps.
- Maintain a professional, empathetic, and solution-oriented attitude when communicating with customers.
- Help create a customer experience that results in a satisfied customer and, ultimately, a customer cheerleader.
- Assist Project Managers with daily administrative and coordination responsibilities.
- Track outstanding action items and follow up to ensure they are completed.
- Help maintain project timelines and communicate potential delays.
- Assist with obtaining documents, signatures, approvals, photographs, invoices, purchase orders, and other required information.
- Help coordinate subcontractors and vendors.
- Assist with customer communication and follow-up.
- Help identify issues that require the Project Manager's immediate attention.
- Ensure required job documentation is complete, accurate, and organized.
- Review files for missing or incomplete information.
- Maintain accurate records of job activity, customer communication, scheduling, and project status.
- Assist in ensuring company processes and restoration industry requirements are followed.
- Protect customer information and maintain confidentiality.
- Identify documentation or process issues and bring them to management's attention.
- Maintain consistent communication between office personnel, Project Managers, technicians, customers, vendors, and leadership.
- Participate in team meetings and provide accurate updates on assigned jobs.
- Communicate problems early rather than allowing them to become larger issues.
- Work collaboratively with Mitigation, Structure, Contents, Commercial, CAT, Estimating, Accounting, and other departments as needed.
- Demonstrate professionalism and respect toward coworkers, customers, vendors, and insurance partners.
The Team Coordinator is expected to take Extreme Ownership of assigned responsibilities.
Success in this position will be measured by:
- Jobs being properly organized and documented.
- Accurate and timely communication.
- Customer appointments and commitments being met.
- Scheduling being handled efficiently.
- Outstanding items being followed up on consistently.
- Project Managers receiving the administrative support they need.
- Problems being identified and communicated early.
- Documentation being complete and accurate.
- Customers receiving professional and timely communication.
- Internal team members having the information they need to perform their jobs effectively.
- Company procedures and standards being consistently followed.
- High school diploma or equivalent required.
- Previous administrative, customer service, scheduling, construction, restoration, insurance, or project coordination experience preferred.
- Strong organizational and time-management skills.
- Excellent verbal and written communication skills.
- Strong attention to detail.
- Ability to manage multiple projects and priorities simultaneously.
- Strong computer skills and the ability to learn new software quickly.
- Ability to remain calm and professional in a fast-paced, high-pressure environment.
- Ability to work effectively as part of a team.
- Must be dependable, punctual, and accountable.
- Restoration industry experience.
- Experience with restoration management software.
- Experience with Xactimate or XactAnalysis.
- Experience with insurance claims.
- Experience working with Project Managers, subcontractors, vendors, or field technicians.
- Experience in construction, property management, insurance, or related industries.
A successful Team Coordinator becomes the person the team can depend on to know what is happening, know what needs to happen next, and make sure the right people know about it.
The ultimate goal is simple:
Keep the jobs moving. Keep the team informed. Keep the customer confident.
- Hourly (DOE)
- Health/ Vision/ Dental/ Aflac
- Paid Time Off
- 8 Paid Holidays
- Company laptop provided
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