Project File Coordinator

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

•  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 

•  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 

•  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 

•  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 

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

•  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 

•  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 

•  $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 

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