Project Coordinator

Operations Department

Job Title: Project Coordinator

Reports To: Chief Financial Officer

Serves: Property Owners, Property Managers, Insurance Adjusters, Internal Team Members

Company Overview: Since 1996, we have been the foremost leader in property restoration for South-Central Wisconsin's property owners and insurance providers. We consistently set new standards for excellence in restoration and are seeking exceptional individuals to join our expanding team. We are committed to fostering professional and personal growth among our team members through comprehensive training, mentoring, and diverse certifications. Our foundation is built on unwavering customer service, collaborative team dynamics, and impeccable integrity, securing our position as a market leader that ensures both job satisfaction and security. We are proud of our Team’s Culture and proudly uphold our Vision, Mission, and Values:

• Our Culture: Team ~ Tempo ~ Truth
• Our Vision: To provide extraordinary care while serving people in their time of need.
• Our Mission: To provide opportunities for great people to deliver Best in Class results.
• Our Values: Deliver what you promise. Respect the individual. Have pride in what you do. Practice continuous improvement.

Position Overview: The Project Coordinator is responsible for holding the Project Management Team accountable for the timely completion of compliance tasks, invoicing according to our contract terms, and ensuring proper documentation is completed/updated in real time. The Project Coordinator also facilitates Work in Progress (WIP) meetings and is accountable for quality by ensuring Best in Class communication is given to our property owner and insurance company customers. This position is based at our Janesville office location.

Employee Benefits:

• Full Family Medical/Health Insurance Benefit (Up to 70% employer-paid monthly premium)
• Generous employer paid medical deductible through an HRA
• Domestic Partner coverage
• Life & Disability Insurance
• Affordable employee-paid dental and vision benefits
• Up to 4% match for 401k or Roth IRA (fully vested upon eligibility)
• Generous paid time off (PTO) along with 8 paid holidays
• Company profit sharing after one year of employment
• Company-sponsored training and leadership development opportunities

Responsibilities:

Communication & Customer Experience:

• Intake new losses, email loss details to appropriate parties, and send welcome letters to property owners.
• Send Loss Notifications and periodic updates to insurance agents.
• Post public notes as required by program work and private notes per Company standards.
• Complete job progress updates in RMS, Xactanalysis, JobTrack, Alacnet, and other applications as required.
• Increase Quality Assurance by monitoring project schedules and periodically checking in with customers per Company guidelines.
• Confirm Project Manager has contacted and updated insurance adjuster per Company guidelines.
• Create and obtain electronic contract documents with customers using Company electronic documents software.
• Address customer inquiries and concerns in a professional manner and with a high degree of urgency.
• Alert Project Management Team & Owners to potential risks according to the Company’s Risk Management Plan.
• Participate in rotating on-call schedule as administrative support.

Work In Progress (WIP) Meetings:

• Facilitate weekly WIP meetings with Project Managers.
• Ensure project compliance tasks are updated and current every week.
• Confirm the 5 Fundamentals are completed per Company standards.
• Verify all required contract & project documentation/photos are fully executed and uploaded to RMS and exported out on program assignments.
• Update Project Managers on project budgets versus actual expenses.
• Invoice projects per the terms of the contract, confirm delivery to the customer, and assist with collections.
• Communicate Project Manager capacity to take new work to VP of Project Management and all Coordinators
• Obtain building permits as required by local municipalities.
• Communicate project delays and escalate failed promises to management per Company Guidelines.
• Monitor and report on the resolution of project issues with management.

Job Close-Out:

• Follow through with Project Manager on memorializing the project with both the property owner and insurance adjuster.
• Assist Project Managers with invoicing and collections activities in alignment with company standards and procedures.
• Verify all money is received and all job costs have been posted to the job.
• Assist with obtaining 5-star Google reviews.
• Archive paper project files, project emails in shared Company Outlook account, and digital files in SharePoint.
• Assist Operations team as needed.
• Other duties as assigned.

Requirements:

Required:

• High school diploma or GED
• Valid driver’s license and insurable motor vehicle record
• Proficient software skills using Windows, Office, and web browsers; able to learn new apps and software quickly

Preferred:

• Bachelor’s degree in business, construction, or related field
• Experience in insurance claims and/or construction

Physical Requirements:

• Ability to consistently type, use a mouse, and look at a screen for extended periods.
• Stand and sit for long periods of time
• Ability to lift and carry moderate loads

Competencies – Knowledge, Skills, and Abilities:

• Clear, proactive communication in written and spoken English
• Working knowledge of mitigation, construction, and contents job activities
• Able to interact with interested parties with utmost professionalism and collaborative spirit
• High degree of urgency in serving internal and external customers
• Work independently and efficiently as a reliable team member in a deadline-oriented environment
• Manage time effectively and adapt schedule to changing priorities
• Demonstrated ability to hold Team members accountable while fostering Team environment
• Adept with technology and able to learn and operate industry-related software
• Observant with meticulous attention to detail and accuracy
• Task-oriented with consistent follow-through
• Committed to practicing continuous improvement

Why Our Team Needs You: Our mission is to assist individuals in recovering from disasters such as fires, floods, and storms. Serving those in their time of need is both a challenging and rewarding career. Empathy and honesty are essential, as many homeowners have experienced significant losses and are often emotionally affected. Your role is crucial in building trust-based relationships and contributing to successful project completions as part of our dedicated team.

Paul Davis is an equal opportunity employer.