What are the responsibilities and job description for the Restoration Job File Coordinator position at OCI Restoration?
Project File Coordinator
OCI Restoration – Raleigh, NC
Pay: $45,000–$65,000 per year (based on experience)
OCI Restoration is a locally, veteran-owned disaster restoration company serving the Triangle area. We specialize in water, fire, mold, trauma cleanup, odor control, and reconstruction services. As we continue to grow, we are looking for a highly organized and detail-oriented Project File Coordinator to help keep our restoration projects compliant, organized, and moving efficiently from start to finish.
If you thrive in a fast-paced environment, enjoy organization and problem-solving, and want to be part of a growing restoration company where your work truly matters, we want to hear from you.
This position plays a critical role in:
- Maintaining insurance-compliant documentation
- Supporting operational efficiency
- Improving billing speed and cash flow
- Delivering a high-level customer experience
This is an office-based administrative coordination role that works closely with project managers, technicians, estimators, customers, and insurance professionals.
Responsibilities
Job File Management
- Create and maintain complete digital project files
- Organize and upload photos, moisture maps, drying logs, and project documentation
- Ensure all contracts, authorizations, and required forms are completed
- Track missing paperwork and follow up with field staff
- Maintain organized and audit-ready files
Insurance & TPA Coordination
- Upload documents into XactAnalysis, Symbility, and other carrier/TPA portals
- Track approvals, supplements, and documentation requests
- Assist with estimate and invoice coordination
- Communicate professionally with adjusters and insurance representatives
Project Coordination Support
- Support mitigation and reconstruction project managers
- Assist with scheduling and project tracking
- Coordinate communication between office staff, field staff, and customers
- Help ensure projects move efficiently through all phases
Billing & Closeout Support
- Verify file completeness before invoicing
- Assist with final invoice package preparation
- Help reduce delays in billing and collections
- Track open items needed for project closeout
Customer Communication
- Communicate with customers regarding paperwork and scheduling
- Provide excellent customer service during stressful situations
- Help maintain a positive customer experience throughout the project
Qualifications
Preferred Experience
- Restoration industry experience preferred
- Administrative or project coordination experience required
- Experience with insurance claims or construction administration is a plus
- Experience with Symbility, XactAnalysis, or Xactimate is preferred
Skills & Abilities
- Strong organizational skills
- High attention to detail
- Ability to multitask in a fast-paced environment
- Excellent verbal and written communication skills
- Strong computer and documentation skills
- Ability to work independently and as part of a team
Compensation & Benefits
- $45,000–$65,000 annual salary based on experience
- Company-matched retirement plan
- Company contribution toward employee health insurance premiums
- Paid holidays
- Paid vacation and sick time
- Opportunities for growth and advancement
- Ongoing training and professional development
- Supportive team environment
- Stable, growing company
Schedule
- Full-time
- Monday–Friday
- Occasional after-hours communication may be required during emergency situations
Why OCI Restoration?
At OCI Restoration, we believe in doing things the right way — professionally, ethically, and with urgency when people need help most. We are building a strong team culture focused on accountability, customer service, and operational excellence.
When life is at its worst, we are at our best.
Apply today to join our growing team.
Salary : $45,000 - $65,000