Job File Coordinator/Admin

Position Summary

The Contents Job File Coordinator is responsible for administrative coordination and documentation of contents restoration projects. This role ensures job files are accurate, complete, and compliant with SERVPRO standards, insurance requirements, and internal timelines. The position serves as a critical liaison between the field contents team, project managers, insurance carriers, and customers.

Key Responsibilities

Job File & Documentation Management

• Create, maintain, and audit contents job files from start to close-out

• Ensure inventories, photos, scope notes, and documentation are complete and accurate

• Upload and organize documents within SERVPRO systems and claim platforms

• Monitor job progress to ensure timely documentation and billing readiness

Inventory & Contents Coordination

• Review contents inventories for accuracy, completeness, and proper categorization

• Coordinate with Contents Crew Chiefs and Technicians to resolve discrepancies

• Track pack-out, storage, cleaning, and pack-back status

• Maintain clear records of contents movement and chain of custody

Insurance & Billing Support

• Prepare and submit contents documentation for insurance review and approval

• Assist with invoice preparation, revisions, and supplements as needed

• Respond to insurance adjuster requests for documentation or clarification

• Ensure job files meet carrier and Xactimate requirements prior to billing

Communication & Scheduling Support

• Serve as a point of contact for internal teams regarding job status and documentation

• Communicate professionally with customers regarding scheduling and process updates

• Coordinate with warehouse and field teams to support project timelines

• Escalate issues or delays to the Contents Project Manager

Compliance & Quality Control

• Ensure adherence to SERVPRO standards, internal SOPs, and safety documentation

• Conduct quality checks on job files prior to close-out

• Support continuous improvement of contents documentation workflows

Qualifications

• High school diploma or equivalent required; administrative or operations background preferred

• 1–3 years of experience in restoration, insurance, or project coordination preferred

• Strong attention to detail and organizational skills

• Proficiency with computer systems, mobile apps, and document management tools

• Familiarity with Xactimate, SERVPRO systems, or insurance claims processes is a plus

• Strong written and verbal communication skills

• Ability to manage multiple job files simultaneously in a fast-paced environment

Work Environment & Schedule

• Office-based with frequent coordination with field teams

• Standard business hours; occasional overtime may be required during high-volume events