SERVPRO Team Spinner is Hiring a Job File Coordinator

Key Responsibilities

• Monitor active job files daily to ensure documentation is complete, accurate, and current.
• Maintain an accurate Work-In-Progress (WIP) Board for all active projects.
• Review field documentation, photos, moisture readings, and scope notes to ensure completeness before crews leave the jobsite.
• Identify missing information and proactively coordinate with production personnel to obtain required documentation.
• Monitor job file audit scores and resolve documentation deficiencies.
• Ensure all customer, carrier, and national account requirements are met throughout the project lifecycle.

• Review project scopes and preliminary estimates for completeness and accuracy.
• Assist with estimate development and revisions using Xactimate.
• Ensure job files contain all required documentation necessary for invoicing, auditing, and compliance.
• Review timestamps and operational data to support accurate reporting and performance metrics.

• Manage the customer invoicing process to ensure completed work is billed accurately, completely, and within established timelines.
• Review estimates, job documentation, supporting records, and project files to verify all services performed are properly captured and invoiced.
• Coordinate with Production to resolve billing discrepancies and ensure timely invoice submission.
• Monitor accounts receivable aging and assist with collection efforts to maintain healthy cash flow and minimize outstanding balances.
• Communicate professionally with customers, insurance carriers, third-party administrators, and commercial clients regarding invoice status, payment inquiries, and documentation requests.
• Maintain detailed records of invoicing, collection activities, payment commitments, and account communications.

• Maintain effective communication with production teams, office staff, management, customers, subcontractors, insurance representatives, and corporate stakeholders.
• Provide project updates and documentation status reports as needed.
• Maintain accurate notes and correspondence within company systems.
• Assist management with operational reporting and job file performance metrics.

• Perform internal audits to ensure all work performed is properly documented and billed.
• Review final estimates for accuracy and compliance with client guidelines.
• Prepare completed job files for upload, invoicing, and final closeout.
• Ensure projects are billed promptly and accurately.

Qualifications

• High School Diploma or GED required.
• Previous administrative, office coordination, project coordination, estimating, or accounting experience preferred.
• Experience in restoration, construction, insurance, property management, or related industries is highly desirable.
• Strong customer service and communication skills.
• Excellent organizational and time-management abilities.
• Strong attention to detail and commitment to accuracy.
• Experience with Xactimate, XactAnalysis, WorkCenter, QuickBooks, or similar software is preferred.
• Understanding of invoicing, accounts receivable, and collections processes is preferred.

• Spanish (Preferred)