Contents Job File Coordinator

Position Summary

The Contents Job File Coordinator plays a critical role in managing all administrative, documentation, and communication tasks related to contents restoration projects. This position ensures that every job file is accurately created, updated, and closed in compliance with SERVPRO® standards, insurance carrier requirements, and internal workflows. The coordinator acts as the bridge between the field (technicians and project managers) and the office, maintaining clear documentation and exceptional customer service from start to finish.

Key Responsibilities

Job File Management

• Create, organize, and maintain all contents job files from intake to completion.
• Ensure proper documentation of pack-outs, inventory lists, photographs, and cleaning logs.
• Review and upload all signed documents, authorizations, and estimates into the job management system (e.g., Xactimate, DryBook, DASH).
• Track job status, ensuring timely completion of each phase and proper file closure.
• Verify accuracy and completeness of job documentation prior to invoicing.

Communication & Coordination

• Serve as the main office point of contact for the Contents Team, relaying updates between field staff, estimators, customers, and insurance adjusters.
• Communicate professionally with homeowners and carriers regarding job progress, scheduling, and documentation needs.
• Assist in scheduling pack-outs, deliveries, and on-site evaluations with customers.

Quality & Compliance

• Review photographs, notes, and inventory entries to ensure compliance with SERVPRO® and IICRC standards.
• Support QA checks for all contents cleaning and storage documentation.
• Maintain detailed records of customer communications and claims documentation.

Administrative Support

• Prepare job status reports and assist with weekly production meetings.
• Help generate invoices, track payments, and support collections as needed.
• Order supplies or coordinate with warehouse staff for contents packaging and labeling materials.

Qualifications

Required:

• High School Diploma or GED
• 1–2 years of experience in office administration, insurance restoration, or project coordination
• Excellent communication and organizational skills
• Strong attention to detail and time management
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook)
• Ability to multitask in a fast-paced, deadline-driven environment

Preferred:

• Prior SERVPRO® experience or familiarity with Xactimate / DASH / DryBook software
• Experience in restoration, insurance claims, or property management

Job Type: Full-time

Pay: $19.00 - $25.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Professional development assistance
• Vision insurance

Work Location: In person

Salary : $19 - $25