Team Coordinator Mitigation

OVERVIEW: The Project Coordinator (also known as Team Coordinator) is a key member of the restoration team responsible for providing high-level administrative, operational, financial tracking, and customer service support to Project Managers, Estimators, and field personnel. This role ensures projects are completed efficiently, on time, within budget, and with excellent customer satisfaction. The Project Coordinator acts as the central point of coordination throughout the entire project lifecycle - from job intake through closeout and final collections - in a fast-paced insurance restoration environment.SUPERVISION: This position reports directly to the Estimator Team Lead with oversight by the Assistant General Manager.Morning Routines:Office Start time 7:45 am (Earlier if applicable to meet with PM's to assist with Technicians or other scheduled meetings etc.)Manage new job intake, electronic files, and documentation in PSA (or current job management system)Prepare and send Welcome Letters, obtain signed Work Authorizations, Change Orders, and Certificates of Satisfaction (COS)Coordinate schedules for subcontractors, in-house crews, material deliveries, and homeowner appointmentsMaintain accurate job schedules, timelines, and control points in PSA and insurance vendor portalsEnter and verify receipts, subcontractor invoices, time cards, and material costsProvide proactive customer communication and regular project updates to homeowners, adjusters, and agentsReview and process change orders for accuracy and proper approvalsLog all communications, notes, and updates in PSA and relevant vendor programsMonitor job budgets, costs, and margins; flag potential issues earlyAnswer phones, handle client inquiries, and assist with collectionsWeekly Routines:Conduct customer satisfaction check-in calls on all jobs 5% - 98% (especially on jobs 95-98% complete)Generate and distribute weekly progress reports and Job Management ReportsSend weekly recap emails to all stakeholders that includes a job schedule, what happened this week and what to expect next week.Prepare for and participate in team meetings with progress updates and action itemsAssist with receivables management and keeping aging under 60 daysAudit active job files for compliance and completenessWeekly AR Meeting with AR Manager to review job status' and ETA on payments Administrative & Technology: Ensure timely job closing out (target: within 5 business days of COS)Verify all costs, hours, and invoices are posted correctlyPrepare final job folders, checklists, thank-you cards, and satisfaction surveysSupport final billing and collections processesMaintain organized physical and digital project filesAdvanced proficiency in Microsoft Office 365 (especially Excel, Word, and Outlook)Strong working knowledge of PSA (or equivalent restoration management software)Ability to navigate multiple insurance carrier portals and vendor programsComfort with digital tools, cloud-based systems, and mobile applications Additional Requirements or Objectives:Ability to participate in on-call rotation as neededValid driver's license and reliable transportation (if site visit or check pickup is required)Dedication to company values and continuous improvementExcellent verbal and written communication skillsExceptional attention to detail, organization, and follow-throughAbility to multitask and thrive in a fast-paced, high-pressure environmentProfessional attitude with strong teamwork and customer service orientationSupport Project Managers and Estimators in delivering projects on time and within budgetMaintain exceptional customer service and communication standardsProtect company margins through accurate cost tracking and change order managementEnsure full compliance with insurance program requirements and internal processesContinuously identify inefficiencies and contribute to process improvements