What are the responsibilities and job description for the Estimator and Project Coordinator position at Paul Davis Restoration of Northern Virginia?
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Opportunity for advancement
- Paid time off
- Training & development
- Vision insurance
Position Overview
Paul Davis Restoration is seeking a highly organized and technically proficient Restoration Estimator & Project Coordinator to support our Contents, Environmental, and Asbestos divisions. This is a critical dual-function role responsible for accurate scoping, administrative compliance, and end-to-end project coordination of property damage claims. The ideal candidate will serve as the primary liaison between insurance adjusters, Third-Party Administrators (TPAs), and field operations teams — ensuring every job is documented correctly, estimated accurately, and driven toward timely completion without delay.
This role demands someone who is equally comfortable writing a defensible Xactimate estimate and managing a warehouse contents map. The right candidate thrives in a fast-paced restoration environment, understands insurance carrier expectations, and takes ownership of the full job lifecycle from intake to final invoice.
Core Responsibilities
Estimating & Scope Management
- Create comprehensive, defensible estimates for contents and environmental losses using Xactimate and Symbility
- Manage the supplement and revision process with insurance adjusters to secure final approvals and project funding
- Apply carrier-specific SLA requirements to each estimate, including documentation standards, contact timeframes, and formatting protocols
- Scope both residential and commercial losses across water, fire, smoke, mold, and environmental categories
Administrative & File Compliance
- Manage the complete job file in DASH, ensuring all required documentation, authorizations, and customer signatures are obtained and uploaded in real time
- Maintain audit-ready job files at every stage — from initial intake through final invoice submission
- Ensure zero documentation gaps between approved scope and billable work completed
- Track and report on job status, open items, and billing milestones
TPA Partnership Coordination
- Oversee and maintain compliance for all TPA assignments, specifically Alacrity Solutions, Contractor Connection, and PDRI
- Monitor KPI performance metrics required by each TPA platform and escalate exceptions proactively
- Serve as the internal subject matter expert on TPA assignment workflows, requirements, and performance standards
Logistics, Scheduling & Warehouse Coordination
- Coordinate daily schedules for contents and environmental field crews, aligning staffing to active job demands
- Maintain an organized inventory system and contents map for the warehouse storage facility
- Track item location, condition, and processing status from pack-out through pack-in and final return
- Occasionally assist with on-site warehouse inventory management and physical organization as needed
Adjuster Relations & Project Lifecycle Oversight
- Act as primary liaison between insurance adjusters, TPAs, homeowners, and internal field teams throughout each project
- Monitor jobs from initial intake to final invoice, identifying and resolving bottlenecks to ensure a smooth customer experience
- Conduct on-site property inspections as needed to support scoping accuracy and documentation
- Maintain professional, service-oriented communication with distressed homeowners and insurance professionals at all stages
Required Qualifications
Software & Systems
- Minimum 2 years of hands-on Xactimate experience — required
- Minimum 2 years of hands-on Symbility experience — required
- Proven experience with DASH or equivalent job-tracking/file compliance software
- Familiarity with Alacrity Solutions, Contractor Connection, and PDRI workflow and KPI requirements
- Proficiency in Microsoft Office Suite — Outlook, Word, Excel
Industry Knowledge
- Solid understanding of IICRC standards as they relate to contents restoration and environmental remediation
- Working knowledge of insurance carrier SLA frameworks and adjuster supplement processes
- Familiarity with water, fire, smoke, mold, and environmental loss categories in a restoration context
Skills & Attributes
- Strong written and verbal communication skills — ability to interface professionally with insurance adjusters, TPAs, and homeowners
- Exceptional organizational skills; capable of managing multiple active jobs simultaneously with competing deadlines
- High attention to detail in documentation, estimate writing, and file compliance
- Self-directed; able to identify workflow gaps and take ownership without being prompted
Preferred Qualifications
- Xactimate Level 1 Certification or higher
- IICRC certification — Water Damage Restoration Technician (WRT) or Fire & Smoke Restoration Technician (FSRT)
- Experience working in a franchise restoration environment
- Prior experience in a combined estimating and coordination role rather than standalone estimating
- Asbestos Safety Certificate
Physical Requirements
- Ability to perform on-site inspections of water, fire, smoke, and mold-damaged residential and commercial properties
- Willingness to occasionally assist in warehouse inventory management and physical organization
- Ability to sit and work at a desk for extended periods; sustained use of estimating software and job management systems
- Valid driver's license and reliable transportation for site visits — required
Flexible work from home options available.