Team Coordinator

Position Summary

The Mitigation Team Coordinator is responsible for providing administrative and operational support to the Mitigation Department and ensuring that mitigation projects move efficiently from initial intake through completion. This position serves as a key point of communication between homeowners, insurance adjusters, project managers, field staff, and the office.

The ideal candidate is highly organized, detail-oriented, professional, dependable, and able to manage multiple priorities in a fast-paced environment. The Mitigation Team Coordinator must be comfortable communicating by phone and email, maintaining accurate project files, following up consistently, and ensuring that important tasks and deadlines do not fall through the cracks.

Key Responsibilities Customer Service & Phone Support

• Answer incoming company phone calls professionally and promptly.
• Assist homeowners with questions regarding their mitigation projects.
• Take accurate messages and ensure calls are directed to the appropriate team member.
• Follow up with homeowners regarding scheduling, project status, documentation, and outstanding items.
• Provide a professional and compassionate customer experience, particularly when dealing with homeowners experiencing property damage or emergency situations.
• Communicate clearly and professionally with customers by phone, email, and other approved communication methods.

Project & File Management

• Review mitigation project files regularly to ensure they are complete, accurate, and up to date.
• Verify that required information and documentation are present, including:
• Homeowner and contact information
• Insurance and adjuster information
• Claim numbers
• Contracts and authorizations
• Project manager assignments
• Photos and documentation
• Estimates and financial information
• Project dates and status
• Required testing or documentation
• Identify missing or incomplete information and follow up with the appropriate person to obtain it.
• Maintain accurate project notes and communication records in the company’s project management system.
• Monitor project statuses and ensure projects are progressing according to department procedures.
• Assist with keeping files organized and insurance-compliant.

Insurance Adjuster Communication

• Communicate with insurance adjusters regarding project status, documentation, scheduling, estimates, and outstanding items.
• Make follow-up calls and send emails to adjusters as directed by the Mitigation Manager or Project Manager.
• Track outstanding adjuster requests and ensure they are addressed timely.
• Document all significant adjuster communications in the project file.
• Coordinate communication between adjusters and Project Managers when additional information or decisions are required.
• Assist with obtaining claim information and resolving administrative issues that may delay a project.

Project Manager Support

• Maintain regular communication with Mitigation Project Managers regarding active and upcoming projects.
• Follow up with Project Managers regarding outstanding documentation, estimates, scheduling, customer communication, and other required tasks.
• Assist Project Managers with administrative duties so they can remain focused on field operations and project management.
• Review project lists and identify items requiring immediate attention.
• Help ensure Project Managers are aware of upcoming appointments, deadlines, customer concerns, and outstanding tasks.
• Escalate issues to the Mitigation Manager when necessary.

Scheduling & Coordination

• Schedule mitigation appointments, inspections, walkthroughs, equipment monitoring, pickups, and other project-related activities.
• Coordinate schedules between homeowners, Project Managers, technicians, and other personnel.
• Confirm appointments with homeowners and appropriate team members.
• Monitor the mitigation calendar and identify scheduling conflicts or gaps.
• Communicate schedule changes promptly to all affected parties.
• Assist with coordinating emergency and after-hours mitigation projects when required.
• Help ensure equipment pickups, inspections, and follow-up appointments are scheduled appropriately.

Follow-Up & Task Management

• Maintain consistent follow-up with homeowners, Project Managers, adjusters, and other involved parties.
• Monitor outstanding tasks and ensure they are completed within required timeframes.
• Follow up on pending approvals, documentation, estimates, contracts, scheduling, and other project requirements.
• Review pending projects and determine what action is needed to move each project forward.
• Escalate overdue or unresolved items to the Mitigation Manager.
• Maintain organized follow-up lists and prioritize time-sensitive matters.

Administrative Support

• Assist with creating and maintaining mitigation projects in the company’s project management system.
• Enter and update project information accurately.
• Assist with preparing documents, reports, correspondence, and other administrative materials.
• Assist with invoice, estimate, and documentation follow-up as directed.
• Maintain confidentiality of customer, insurance, and company information.
• Assist the Mitigation Manager with departmental administrative projects and reporting.
• Support other departments when communication or coordination is required to successfully complete a project.

Organization & Attention to Detail

The Mitigation Team Coordinator must have exceptional organizational skills and the ability to manage multiple projects simultaneously.

This position requires the ability to:

• Prioritize tasks based on urgency and project deadlines.
• Maintain accurate and organized files.
• Pay close attention to details and identify missing information.
• Keep track of multiple conversations, appointments, and follow-ups.
• Complete tasks without constant supervision.
• Follow established SOPs and department procedures.
• Maintain accurate notes and documentation.
• Anticipate issues before they become problems.
• Communicate when deadlines or responsibilities cannot be met.

Communication Expectations

The Mitigation Team Coordinator is often one of the first points of contact for homeowners and insurance professionals. The employee must consistently demonstrate:

• Professional and courteous communication.
• Strong verbal and written communication skills.
• Active listening skills.
• Professional phone etiquette.
• Confidence when communicating with homeowners, adjusters, and employees.
• The ability to handle difficult or frustrated customers calmly and professionally.
• Timely responses to phone calls, emails, and internal communications.

Qualifications

• Previous experience in administrative, customer service, coordination, restoration, insurance, or construction-related environments preferred.
• Restoration industry experience is a plus.
• Experience working with insurance claims or insurance adjusters preferred.
• Strong computer and organizational skills.
• Ability to learn and effectively use project management and office software.
• Strong attention to detail.
• Excellent communication and follow-up skills.
• Ability to multitask and work in a fast-paced environment.
• Ability to prioritize competing demands.
• Professional demeanor and positive attitude.
• Ability to work independently while also functioning effectively as part of a team.

Preferred Knowledge

• Basic understanding of water mitigation and restoration processes.
• Familiarity with insurance claims and the role of an insurance adjuster.
• Familiarity with restoration project management software such as Albi.
• Familiarity with Xactimate, Encircle, or similar restoration software is a plus.
• Understanding of basic mitigation terminology, documentation, and project workflow is preferred.

Performance Expectations

Success in this position will be measured by the coordinator's ability to:

• Keep project files accurate, complete, and organized.
• Respond to calls and communications promptly.
• Maintain consistent homeowner and adjuster follow-up.
• Keep Project Managers informed of outstanding issues.
• Maintain accurate scheduling.
• Prevent missed appointments and overlooked tasks.
• Move projects efficiently through the mitigation process.
• Maintain professional communication with homeowners, adjusters, and employees.
• Follow company SOPs and documentation requirements.
• Demonstrate reliability, organization, accountability, and attention to detail.

Core Competencies

Organization: Able to manage multiple projects, deadlines, appointments, and follow-ups simultaneously.

Attention to Detail: Notices missing information, inconsistencies, and incomplete documentation.

Communication: Communicates clearly, professionally, and respectfully with

Job Type: Full-time

Pay: $17.00 - $19.00 per hour

Expected hours: No more than 45.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Employee discount
• Health insurance
• Paid time off
• Retirement plan

Application Question(s):

• Do you have any restoration experience?

Experience:

• Customer service: 1 year (Required)
• team coordinator: 1 year (Preferred)

Work Location: In person

Salary : $17 - $19