What are the responsibilities and job description for the Restoration Administrative Coordinator / Client Care Coordinator position at Allay Restoration Services?
The Allay Group is a growing insurance restoration and reconstruction company specializing in water damage, mold remediation, fire restoration, reconstruction, flooring, and insurance claim support throughout Idaho.
We are looking for a highly organized, technology-savvy professional to become the administrative and communication hub of our operation.
This is not a receptionist position.
This is not a traditional office assistant role.
This position is responsible for helping keep projects moving, customers informed, files organized, TPA requirements compliant, and departments working together efficiently.
If you thrive in fast-paced environments, enjoy solving problems, learn software quickly, and take pride in staying organized while managing multiple priorities, we want to hear from you.
What You'll Be Responsible For:
Customer Communication & Client Care:
- Answer incoming customer and vendor phone calls.
- Handle customer concerns professionally and confidently.
- Follow up with homeowners throughout the reconstruction process.
- Coordinate appointments and project communications.
- Assist in maintaining a positive customer experience.
Restoration Workflow Coordination:
- Help move jobs through various stages of reconstruction.
- Monitor project progress and administrative milestones.
- Assist Project Management, Estimating, Procurement, and Ownership with workflow coordination.
- Track job status and ensure information is updated accurately.
- Follow up on outstanding items preventing projects from moving forward.
TPA & File Compliance:
- Maintain DASH, Claims Connect, Contractor Connection, and other required platforms.
- Update job notes, milestones, and required documentation.
- Assist with TPA compliance requirements and service level expectations.
- Ensure files remain organized and current.
Scheduling & Coordination:
- Schedule environmental inspections and testing.
- Coordinate asbestos, lead, and mold inspections and clearances.
- Schedule emergency services and site visits.
- Coordinate pack-outs, moving services, storage containers, and related vendors.
- Assist with production scheduling and subcontractor coordination.
Administrative Support:
- Data entry and document management.
- New employee onboarding support.
- General administrative support.
- File setup and organization.
- Contract and document tracking.
- Assist with collection of required project documentation.
Required Qualifications:
- Exceptional organizational skills.
- Strong computer and technology skills.
- Ability to learn multiple software systems quickly.
- Strong written and verbal communication skills.
- Ability to manage multiple projects simultaneously.
- High attention to detail.
- Professional phone and customer service skills.
- Self-motivated and dependable.
- Ability to work independently with minimal supervision.
Preferred Experience:
Strong preference will be given to candidates with experience in:
- Restoration.
- Construction.
- Insurance claims.
- Property management.
- Project coordination.
- Service dispatching.
- Xactimate.
- DASH.
- Claims Connect.
- Contractor Connection.
- CRM or project management software.
Who Will Succeed In This Position
This role is not for everyone.
Our customers are often experiencing one of the most stressful events of their lives. Water losses, fire damage, mold issues, construction disruptions, insurance claims, project delays, and unexpected challenges are part of our daily business.
The right candidate remains calm under pressure, communicates professionally, stays organized, and enjoys helping solve problems.
If you prefer highly repetitive work with few interruptions, this position will likely not be a good fit.
If you enjoy managing moving parts, solving problems, helping people, and keeping projects organized, you may be exactly who we are looking for.
Benefits:
- $24.00 - $32.00 per hour DOE.
- Company-paid Dental Insurance.
- Company-paid Vision Insurance.
- 3% Company Retirement Match.
- Paid Time Off.
- Paid Holidays.
- Stable, year-round employment.
- Growth opportunities within a growing restoration company.
Application Instructions:
To be considered, please submit:
- Resume.
- A brief paragraph explaining:
- Why you believe you would be successful in this role.
- Software systems you have experience using.
- An example of a difficult customer, project, or problem you successfully helped resolve.
- Why you believe you would be successful in this role.
Applications that do not include the requested information may not be considered.
We are looking for someone who is organized, proactive, detail-oriented, and ready to become a key part of our growing team.
Salary : $24 - $32