Job File Coordinator - Compliance, Admin, Documentation

Job Title: Job File Coordinator
Location: Wilmington, DE
Salary: $22-$25/hr
Benefits: Health Insurance Simple IRA
Requirements: Office Administration Customer Service Compliance Documentation

Company Overview
We are an established disaster restoration company serving the Wilmington, DE community. We restore homes and businesses after storms and unexpected water, fire or mold issues. We are currently in search of a Job File Coordinator to act as the administrative and organizational hub for projects, ensuring all job-related documentation is accurate, complete and meets program requirements.

Position Overview
We are seeking a detail-oriented Job File Coordinator to manage incoming leads from intake through job completion and invoicing while maintaining accurate job file documentation and administrative support throughout the project lifecycle. 

Key Responsibilities

• Serve as primary point of contact for customers and internal teams regarding job file status, questions, and updates, ensuring timely, courteous communication.
• Create, organize, and maintain comprehensive job files and documentation, including contracts, scopes of work, photos, invoices, change orders, and insurance paperwork.
• Monitor job workflow and task progress, coordinating with project managers, field crews, vendors, and insurers to ensure milestones are met and paperwork is complete.
• Ensure all job files comply with company policies, contractual requirements, and regulatory standards; flag and escalate compliance issues promptly.
• Perform general office administration tasks such as data entry, filing, scanning, scheduling, and generating routine reports to support operations.
• Assist preparing estimates, invoices, and documentation for insurance claims and client billing as needed, maintaining accuracy and auditability.
• Track and resolve documentation discrepancies and open items, following up with stakeholders to close outstanding tasks and maintain clean files.
• Participate in process improvement initiatives to streamline file handling, reduce errors, and improve customer satisfaction.

Qualifications

• Proven experience in customer service, office administration, or a related role with a strong focus on documentation and coordination.
• Proven knowledge of compliance requirements and experience maintaining accurate, audit-ready files.
• Excellent written and verbal communication skills with strong customer-service orientation and ability to manage multiple stakeholders.
• Highly organized with strong attention to detail, time management skills, and the ability to prioritize competing tasks.
• Comfortable learning job- or claims-management software and document management systems.
• Nice to have: experience with job file documentation and job workflow coordination, familiarity with estimating practices, and previous exposure to disaster restoration or insurance claims handling.

Benefits

• Competitive Pay ($22-$25/hr)
• Medical Insurance
• Dental Insurance
• Vision Insurance
• Simple IRA

Email Your Resume In Word To
Jeremy.Palaia@CyberCoders.com
Looking forward to receiving your resume through our website and going over the position with you. Clicking apply is the best way to apply.
Please do NOT change the email subject line in any way. You must keep the JobID: linkedin : JP5-1997508L585 -- in the email subject line for your application to be considered.
Jeremy Palaia - Lead Recruiter

For this position, you must be currently authorized to work in the United States without the need for sponsorship for a non-immigrant visa. This is a new role.

This job was first posted by CyberCoders on 09/17/2026 and applications will be accepted on an ongoing basis until the position is filled or closed.

Everforth CyberCoders is proud to be an Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, sexual orientation, gender identity or expression, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, status as a crime victim, disability, protected veteran status, or any other characteristic protected by law. Our hiring process includes AI screening for keywords and minimum qualifications, and a virtual recruiter as part of the application process. A human recruiter reviews all results. Click here for details on our virtual recruiter .  Everforth CyberCoders will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable state and local law, including but not limited to the Los Angeles County Fair Chance Ordinance, the San Francisco Fair Chance Ordinance, and the California Fair Chance Act. Everforth CyberCoders is committed to working with and providing reasonable accommodation to individuals with physical and mental disabilities. Individuals needing special assistance or an accommodation while seeking employment can contact a member of our Human Resources team at Benefits@CyberCoders.com to make arrangements.

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