Careers

Project Coordinator – All Property Tech

Job Description

Overview

The Project Coordinator plays a key role in supporting field operations by scheduling and dispatching crews for residential and commercial property loss projects. This position works closely with Project Managers, Supervisors, Superintendents, Branch Managers, and Directors, providing essential administrative support. The coordinator also serves as the primary liaison between the branch office and corporate regarding new forms, policies, procedures, and program updates.

Key Responsibilities

Customer & Project Coordination

Communicate with customers to coordinate project schedules and address general inquiries.

Answer incoming calls, provide information, and route customers to the appropriate staff.

Create Work Orders and Change Orders, obtain required signatures, and coordinate crew dispatch.

Maintain daily schedules for crews and assist in planning for optimal efficiency.

Label and upload job photos into company systems or programs.

Support Call Center operations by reviewing and entering new job information.

Create and maintain comprehensive job files, ensuring all reports, documents, invoices, budgets, and project data are properly organized and stored.

Vendor & Document Management

Assist with vendor setup and verify all required vendor documents are complete and accurate.

Prepare state, federal, or waste management forms for Asbestos projects when applicable.

Update invoice tracking spreadsheets and deliver payment requests to management.

Download and organize documents and photos into job folders for billing purposes.

Reporting & System Updates

Prepare and submit daily T&M (Time & Material) reports, cross-checking subcontractor invoices and labor hours.

Enter daily job updates into industry-specific software (e.g., Moisture Mapper, XactAnalysis, Mica).

Branch Office Support

Distribute incoming/outgoing mail and manage courier services.

Monitor visitor access and ensure compliance with safety and corporate protocols.

Maintain required HR and safety postings.

Organize timecards, verify entries, and submit payroll information, including hazard pay or construction labor when applicable.

Assist Payroll and HR with employee-related inquiries.

Manage petty cash, authorize reimbursements, and report cash flow to corporate.

Maintain inventory of office supplies and company apparel; reorder as needed.

Provide administrative assistance to the Branch Manager, Operations Manager, Project Managers, Supervisors, Technicians, and HR.

Act as a primary point of contact for office vendors, customers, and field staff.

Support production and safety meetings and serve as liaison to corporate on new policies and forms.

Experience & Requirements

High School Diploma or equivalent required.

Experience in the restoration or construction industry preferred.

Proficiency with Microsoft Office applications.

Strong customer service skills and professional communication abilities.

Excellent attention to detail, accuracy, and proofreading.

Ability to handle confidential information with discretion.

Strong analytical and problem-solving skills.

Able to manage multiple tasks, meet deadlines, and perform well under pressure.

Bilingual (English/Spanish) preferred.

Safety Requirements

Comply with all OSHA, EPA, and applicable safety regulations.

Proper use of PPE such as gloves, masks, goggles, hard hats, and protective footwear.

Follow ergonomic best practices and maintain a safe, clutter-free workspace.

Complete all required safety training, including hazard communication and emergency procedures.

Immediately report any unsafe conditions, incidents, or injuries.

Know emergency routes and site-specific response procedures.

Physical Requirements

Lift and carry up to 25 lbs. regularly; up to 50 lbs. with assistance.

Ability to walk, bend, climb, kneel, squat, reach, twist, and perform repetitive motions.

Prolonged sitting or standing (office, driving, or on job sites).

Use of hands and wrists for typing, data entry, and computer tasks.

Ability to operate tools or equipment required by the role.

Clear visual ability for close work, documentation, and computer use.

Working Conditions

Office Environment

Indoor office setting with standard equipment (computers, phones, printers).

Regular in-person or virtual meetings and team collaboration.

Field Environment

Occasional work at restoration job sites (residential, commercial, or industrial).

Exposure to various weather conditions (heat, rain, cold, etc.).

Hazardous Environments

Potential exposure to chemicals, contaminants, hazardous materials, or debris.

Strict adherence to PPE and safety protocols required.

Hours & Travel

Must be available for after-hours and weekend work as part of a 24/7 operation.

Travel to local job sites is required; occasional out-of-town travel for training or conferences.