Job File Compliance & Operations Coordinator

SERVPRO of Bloomington/Pontiac is looking for a highly organized, detail-oriented Job File Compliance & Operations Coordinator to join our office team.

This is an important position within our operation that helps ensure restoration projects are properly documented, compliant, uploaded, estimated, and ready for billing and closeout.

The primary responsibility of this position is job file compliance and quality control. When file auditing and uploads are current, this individual will assist with small-job estimating, Project Manager support, billing readiness, WIP tracking, accounts receivable support, and other operational responsibilities.

We're looking for someone who doesn't just identify a problem — we want someone who follows it through until it's corrected.

Primary Responsibility — Job File Compliance & Auditing

You will review active and completed restoration files to ensure documentation is accurate, complete, and compliant with SERVPRO, insurance carrier, TPA, and customer requirements.

Responsibilities include:

• Audit active and completed job files
• Review required photos, notes, moisture readings, signatures, authorizations, equipment documentation, and supporting documents
• Identify missing or incomplete documentation
• Communicate deficiencies directly with technicians, Crew Chiefs, Project Managers, and office staff
• Follow up until missing documentation is corrected
• Verify required documentation has been uploaded to the appropriate systems
• Monitor documentation deadlines and program requirements
• Maintain accurate audit and compliance tracking
• Review timestamps and job documentation for accuracy
• Organize electronic job files so information can be quickly located
• Complete final internal file audits
• Help ensure completed jobs move from finished → documented → uploaded → billed → closed

Program Compliance & Uploads

This position will become one of our internal resources for SERVPRO and insurance program documentation requirements.

Responsibilities may include:

• Upload required documentation to applicable claim and program platforms
• Track outstanding uploads and documentation requests
• Monitor carrier, TPA, commercial, and SERVPRO program deadlines
• Review files before submission to reduce rejected or returned files
• Respond to requests for additional documentation
• Maintain familiarity with changing program requirements
• Work with production staff to correct recurring documentation problems
• Identify compliance trends and communicate them to management

Small Job Estimating & Project Manager Support

An important secondary responsibility of this position will be helping our Project Managers keep smaller estimates moving.

When compliance and priority file responsibilities are current, this individual will prepare estimates for smaller and less complex mitigation, cleaning, demolition, and reconstruction projects.

Responsibilities include:

• Write estimates in Xactimate for smaller restoration and repair projects
• Prepare estimates from Project Manager scopes, field notes, photos, sketches, measurements, and documentation
• Assist Project Managers with straightforward estimates
• Review job documentation to ensure estimated work is supported
• Make estimate revisions as directed by Project Managers
• Assist with straightforward supplements and documentation requests
• Prepare estimates for Project Manager review and submission
• Identify missing information needed to complete an estimate and obtain it from the appropriate team member
• Help prevent smaller estimates from sitting in the estimating queue
• Track outstanding estimates and communicate their status to Project Managers
• Assist with estimate documentation requested by customers or insurance carriers

Project Managers will remain responsible for overall project scope, customer relationships, job management, and approval of estimates as required.

The goal is for this position to confidently take a properly documented smaller project through:

Field Documentation → Estimate → PM Review → Submission

while larger or more complicated estimating decisions remain with the appropriate Project Manager or estimator.

Estimating Experience

Previous Xactimate estimating experience is strongly preferred.

Experience writing restoration, mitigation, or reconstruction estimates is especially valuable. The ideal candidate will understand how photos, scopes, measurements, sketches, documentation, and Xactimate line items work together to create an accurate and supportable estimate.

Billing Readiness & Job Closeout

This position will help ensure completed work doesn't sit unnecessarily waiting to be billed.

Responsibilities include:

• Review completed files for billing readiness
• Verify required documentation is complete before invoicing
• Flag discrepancies between field documentation, equipment usage, scope, and billing
• Track completed-but-not-billed jobs
• Coordinate missing information with Production, Project Managers, and Estimating
• Assist Accounting with documentation requested by customers and insurance carriers
• Verify required documents are present before jobs are closed
• Help shorten the time between job completion and final billing

Work-in-Progress & Production Support

When primary responsibilities are current, this position will assist our production team with administrative coordination.

This may include:

• Maintain and review active-job/WIP tracking
• Identify jobs that have stalled or require follow-up
• Track outstanding customer, adjuster, or insurance documentation
• Assist Project Managers with job-status reporting
• Help coordinate inspections, monitoring visits, equipment pickups, and other production activities
• Identify jobs requiring immediate management attention
• Help keep job statuses accurate within company systems
• Assist management with production reports and tracking

Accounts Receivable Support

This position may also provide light support to our accounting and accounts receivable processes when other priority responsibilities are complete.

This may include:

• Review outstanding invoices
• Send customers or carriers copies of invoices and supporting documentation
• Follow up on straightforward outstanding balances
• Track payment status
• Document collection communications
• Obtain missing insurance or customer information
• Identify accounts requiring management attention

This position will support our AR process rather than serve as the primary collections position.

Customer & Insurance Communication

This position will regularly communicate with customers, adjusters, insurance representatives, and other members of our team.

Responsibilities may include:

• Professionally communicate by phone and email
• Provide basic job-status information
• Contact adjusters or carriers regarding missing information
• Send requested estimates, invoices, photos, certificates, and supporting documentation
• Document important conversations within the appropriate job file
• Assist with incoming phone coverage during higher call volumes

Additional Office Support

When primary responsibilities are current, this individual may assist with:

• Job setup and data entry
• Scanning and electronic document organization
• Preparing spreadsheets and management reports
• Maintaining accurate customer and job information
• General office organization
• Phone coverage
• Special administrative projects
• Backup support for other office positions when needed

The purpose of these additional responsibilities is not to make this position a catch-all office role. Job file compliance, uploads, estimating support, and getting completed jobs ready for billing remain the priorities.

Quality Control & Process Improvement

We want someone who does more than check boxes.

A strong person in this position will begin identifying patterns such as:

“This crew consistently misses the same required photo.”

“We're waiting too long to get drying documentation uploaded.”

“These completed jobs are sitting three days before they're ready to bill.”

“This program keeps returning files for the same missing document.”

“These small estimates are sitting in the Project Manager's queue and could have been completed already.”

We want this individual to identify those trends, communicate them to management, and help us improve the process.

What We're Looking For

The ideal candidate is:

• Extremely organized and detail-oriented
• Comfortable managing multiple jobs and deadlines at once
• Persistent about following issues through to completion
• Comfortable holding team members accountable for missing documentation
• Able to prioritize work without constant supervision
• Strong with computers and technology
• Experienced or knowledgeable in Xactimate estimating
• Professional on the phone and through email
• Comfortable communicating with technicians, Crew Chiefs, Project Managers, customers, adjusters, and insurance representatives
• Able to identify inconsistencies and ask questions when something doesn't look right
• Comfortable working in a fast-paced environment where priorities can change quickly
• Someone who takes ownership rather than waiting to be told what to do next

Preferred Experience

Experience in one or more of the following areas is strongly preferred:

• Restoration
• Xactimate estimating
• Insurance claims
• Construction administration
• Job file coordination
• Quality assurance/compliance
• Billing
• Accounts receivable
• Project coordination
• Property insurance

Experience with SERVPRO systems, Xactimate, XactAnalysis, insurance carrier/TPA portals, Microsoft Office, Google Workspace, or similar restoration software is a major plus.

What Success Looks Like

A successful person in this position helps us accomplish five things:

• Job files stay accurate and compliant.
• Missing documentation gets corrected quickly.
• Completed jobs get uploaded and billed faster.
• Smaller estimates get completed without unnecessarily tying up Project Managers.
• When primary responsibilities are caught up, other areas of the operation receive meaningful support.

Ultimately, this person should help keep jobs from falling through the cracks between Production, Project Management, Estimating, Compliance, and Accounting.

Why SERVPRO of Bloomington/Pontiac?

This is an opportunity to take on a meaningful role within a locally owned and operated restoration company.

The right person will have exposure to nearly every part of our operation and the opportunity to grow their knowledge of restoration, insurance claims, estimating, project management, and business operations.

We offer:

• Competitive pay based on experience
• Full-time, year-round employment
• Paid training
• Industry and software training
• Opportunities for advancement
• A position with real responsibility and measurable impact
• The opportunity to develop skills across multiple areas of the restoration industry

Job Type: Full-time
Location: Bloomington-Normal, Illinois

If you're the person who notices the missing signature, catches the job that hasn't been updated, sees the estimate that's been sitting too long, and follows through until the problem is solved, we want to talk to you.

Apply today to join SERVPRO of Bloomington/Pontiac.

Pay: $22.00 - $30.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off

Work Location: In person

Benefits:

Salary : $22 - $30