Construction Coordinator
Full Time • Springfield
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Training & development
- Vision insurance
Position Summary
The Construction Coordinator provides centralized administrative oversight and compliance management for SERVPRO Construction and insurance-program reconstruction projects from assignment through completion. This role ensures documentation integrity, milestone accuracy, and audit readiness across all program platforms, including XactAnalysis, Contractor Connection-JobTrack, WorkCenter, XactAnalysis estimate approval channels, and DASH construction management software. Working in direct support of the Construction Manager, this position partners closely with Project Managers, Lead Estimator, insurance carriers/adjusters, customers, subcontractors, and internal leadership to maintain strict adherence to SERVPRO’s quality standards, contractual obligations, program KPIs, regulatory compliance, and customer expectations.
Key Responsibilities
Program & Project Coordination
- Administer all insurance-managed and SERVPRO program reconstruction assignments through XactAnalysis, Contractor Connection-JobTrack, WorkCenter, and DASH.
- Perform daily intake review of new assignments, validate data accuracy, confirm scope clarity, and ensure correct project routing and ownership.
- Maintain real-time tracking, documentation, and reporting of project status, delays, and milestone completions.
- Enter and maintain progress notes in all applicable systems, including schedule updates, material lead times, selection decisions, approvals, and installation timelines.
- Identify and document pre-project or active project delays and initiate POMS Exception Requests when required via Contractor Connection.
- Coordinate with Project Managers to validate timeline expectations, milestone confirmations, material needs, customer selections, and compliance alignment.
- Maintain structured and documented communication with customers, insurance carriers, Contractor Connection, SERVPRO corporate partners, and internal stakeholders to reinforce program expectations and standards.
Administrative & Communication Leadership
- Serve as the primary administrative point of coordination between field leadership, internal departments, insurance programs, subcontractors, and customers.
- Manage all written communication with professionalism, clarity, urgency, and documentation discipline via email and system-logged correspondence.
- Support scheduling, material procurement, selections, subcontractor coordination, customer communication, and administrative needs as assigned by Project Managers or the Construction Manager.
- Coordinate customer material selections, approvals, and decision timelines to prevent schedule impact.
- Initiate purchase orders, subcontractor work orders, and material requisitions as directed, ensuring budget and scope alignment
- Support customer satisfaction and ensure communication timelines align with program standards.
File, Data & Audit Governance
- Upload, organize, and classify all required project documentation, approvals, photos, and compliance artifacts in DASH and supporting program platforms under proper project folders and categories.
- Perform pre-submission file audits to ensure all reconstruction job files meet Servpro corporate and insurance-program audit standards.
- Maintain, reconcile, and validate Excel-based tracking logs for assignments, approvals, exceptions, milestone completions, payment timelines, and compliance activity.
- Ensure milestone alignment and synchronization across DASH, WorkCenter, and all program platforms to maintain data integrity.
- Validate estimate approval documentation via verbal confirmation and written record daily.
Technology & Platform Accountability
- XactAnalysis: Monitor assignments, verify estimate approvals, enter communication notes, update project statuses, and confirm workflow accuracy.
- Contractor Connection / JobTrack: Review compliance reporting, update milestones, document delay causation, and track progress indicators.
- WorkCenter: Perform self-audits, update job snapshots, ensure milestone accuracy, and maintain consistent timestamps with DASH.
- DASH: Maintain project records, assign tasks, update scheduling milestones, track material and subcontractor coordination, document approvals, and ensure cross-platform data consistency.
Subcontractor & Vendor Coordination
- Support subcontractor onboarding, W9/COI compliance, documentation requirements, schedule coordination, and program performance tracking.
- Validate vendor compliance documentation, approvals, and schedule commitments to protect program KPIs.
- Assist Project Managers with vendor communication, scope clarifications, scheduling confirmations, and documentation collection.
Daily Operations
- Start each day reviewing Contractor Connection JobTrack Compliance Reports and XactAnalysis dashboards.
- Update all active assignments with new progress notes, verified milestones, approvals, and compliance records.
- Engage Project Managers for outstanding selections, approvals, milestone confirmations, or file updates.
- Maintain audit-ready documentation, logs, approvals, and timestamps at all times.
- Perform and document daily estimate approval follow-ups via verbal confirmation and written record.
- Ensure estimate approvals are logged daily in DASH and supporting platforms.
- Monitor project escalation flags, and documentation gaps, notifying leadership of risks impacting compliance or schedule.
- Assist with materials lead-time tracking and proactively coordinate updates to prevent milestone or agreement failure.
- Support customer communication to ensure responsiveness aligns with executive-level service expectations and program standards.
- Validate subcontractor schedule commitments and insurance compliance documentation to mitigate program KPI impact.
- Support change-order documentation and approval tracking as assigned by Project Managers or the Construction Manager.
- Assist in department operational improvements including template creation, milestone standards, compliance workflows, and administrative process enhancements.
Skills & Competencies
- Advanced organizational and administrative discipline with uncompromising attention to detail.
- Ability to manage high-volume, multi-system reconstruction assignments in a deadline-driven environment.
- Executive-level written and verbal communication skills with a structured, professional, and urgent delivery style.
- Proficiency in Microsoft Excel, Outlook, XactAnalysis, Contractor Connection-JobTrack, WorkCenter, and DASH.
- Strong comprehension of construction sequencing, reconstruction documentation, insurance program compliance, program KPIs, and audit standards.
Performance Expectations
- Maintain strict compliance with SERVPRO corporate standards and Contractor Connection program requirements.
- Ensure all project milestones, documentation, logs, approvals, and communication records are accurate, current, and audit-ready.
- Complete daily and weekly compliance reviews and resolve all alerts or documentation gaps promptly.
- Demonstrate professionalism, reliability, proactive ownership, and cross-functional collaboration.
- Escalate compliance, scheduling, or documentation risks early to preserve program standards and customer satisfaction.
Education & Experience
- High school diploma or GED required; associate or bachelor’s degree in Business, Construction Management, or related field preferred.
- Experience in construction administration, construction coordination, or insurance-managed repair programs strongly preferred.
- Familiarity with SERVPRO and insurance-program platforms including XactAnalysis, Contractor Connection, and WorkCenter.
- High computer literacy with ability to rapidly learn and operate new software platforms.
Personal Attributes
- Organized: Maintains structured data, communication, and file discipline.
- Detail-Oriented: Ensures accuracy across milestones, compliance, logs, and approvals.
- Collaborative: Works effectively across internal teams and external partners.
- Dependable: Demonstrates accountability and consistency in execution.
- Professional: Communicates clearly, confidently, and with composure.
Physical & Work Environment
- Primarily office-based.
- Frequent computer and phone use for documentation, approvals, scheduling, and partner communication.
- Ability to sit, stand, or walk for extended periods and lift up to 25 lbs as needed.
- Regular review of construction documentation, photos, compliance records, and program data.
Schedule & Travel
- Full-time, Monday–Friday, 8:00 a.m. – 5:00 p.m.
- Occasional approved extended hours may be required to meet program deadlines.
Reports to the office daily; no routine travel required.
Compensation: $20.00 per hour
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
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At SERVPRO® Springfield/Greene County, Nixa/Branson, you can make a positive difference in people’s lives each and every day! We’re seeking self-motivated, proactive, responsible, and service-oriented teammates to join us in our mission of helping customers in their greatest moments of need by repairing and restoring homes and businesses with an industry-leading level of service. We look forward to hearing from you.
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