Junior Job File Coordinator

JOB TITLE: Junior Job File Coordinator

LOCATION: Sorrento Valley / San Diego, CA

About The Company

SP Global DRT is a leader in remediation and restoration, providing best-in-class service to handle emergency and reconstruction needs 24/7. Our goal is to help minimize the interruption to your life and quickly make it "like it never even happened."

Job Description

We are looking for a Junior Job File Coordinator to join our Team in Sorrento Valley/San Diego, CA. This is a great entry point into the restoration and insurance industry for someone who is highly organized, detail-oriented, and eager to grow. In this role, you will support the coordination team by handling front desk reception, maintaining accurate job file documentation, and assisting with billing and accounts receivable data entry. As you develop your skills and industry knowledge, this role serves as a stepping stone toward a full Job File Coordinator position.

Primary Responsibilities

Reception & Customer Service

• Answer incoming calls promptly and professionally, providing exceptional customer service
• Maintain a detailed and accurate call log
• Greet and assist visitors and clients in a friendly, professional manner
• Route calls and messages to the appropriate team members
• Serve as a positive and helpful presence in the office
  
  

Job File & Documentation Support

• Complete First Notice of Loss (FNOL) documentation accurately
• Prepare job paperwork for Crew and Estimators
• Oversee job file documentation and ensure all required forms are properly completed and filed (COS, release forms, etc.)
• Complete and review job file documentation for final upload and the audit process
• Manage and update the Work-in-Progress (WIP) Board to keep staff informed on daily schedules and job statuses
• Coordinate schedules to optimize work efficiency and balanced job scheduling
• Monitor and ensure all client requirements and deadlines are met
• Assist with subcontractor documentation and activity tracking
  
  

Accounts Receivable & Billing Data Entry

• Accurately enter billing and accounts receivable data into internal systems in a timely manner
• Assist in the preparation and review of invoices for accuracy prior to submission
• Submit and track billing packages and T&M notifications under the direction of senior staff
• Reconcile job file billing against estimates and work orders to ensure accuracy
• Flag discrepancies or billing issues to the appropriate team member for resolution
• Support month-end billing close processes as needed
  
  

Position Requirements

• High school diploma/GED required
• Previous office, administrative, or data entry experience preferred
• Experience in restoration, construction, or insurance industry is a plus
• Strong attention to detail and organizational skills
• Excellent verbal and written communication skills
• Exceptional customer service skills with a professional phone manner
• Proficiency in Microsoft Office 365 and ability to adapt to new software applications
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment
• Eager to learn and grow within the company
• Team player who is willing to assist where needed — no task is too big or too small
• Must be authorized to work lawfully in the United States
• Must be able to work in person 5 days per week
• Available for weekend/after-hours on-call rotation as needed
  
  

PHYSICAL DEMANDS

• Primarily office-based; walking and/or standing throughout the day
• Frequent sitting and computer work
• Occasional lifting of up to 25 pounds
  
  

Compensation & Benefits

• $22 - $25 per hour, based on experience
• Comprehensive health, dental, and vision insurance
• 401(k) retirement plan with 4% company match
• Paid time off and holidays