ECS01
Located in Fairfield, CA
Pay: $22.00 - $27.00
Job Full Description
Office Collections / Project Coordinator
Overview:
We are seeking a highly organized and detail-oriented Office Collections/Project Coordinator to join our team. This position plays a key role in supporting administrative operations, project coordination, customer service, and insurance documentation for emergency construction and restoration services. The ideal candidate will have prior office experience, strong communication skills, and the ability to manage multiple priorities in a fast-paced environment.
Key Responsibilities
Administrative & Clerical Support
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Answer and route phone calls, including emergency calls when applicable.
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Manage the company email inbox and respond to or forward inquiries appropriately.
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Maintain organized digital and physical filing systems for job files, permits, and insurance documentation.
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Order and maintain office supply inventory.
Project Coordination
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Assist with intake of emergency service calls and coordinate the dispatch of crews.
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Create and manage job files within project management software (e.g., Xactimate).
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Track job progress and update systems with notes, photos, and reports.
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Prepare estimates, invoices, and change orders based on technician input.
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Procure necessary materials and coordinate job-related logistics.
Customer Service
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Communicate professionally with property owners, insurance adjusters, and vendors.
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Schedule site visits, inspections, and follow-up appointments.
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Provide timely updates to customers regarding project progress and next steps.
Insurance & Compliance Support
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Collect and submit documentation for insurance claims, including photos, scopes of work, and estimates.
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Ensure all work complies with local codes, licensing, and insurance requirements.
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Track expiration dates for licenses, certifications, and insurance policies.
Accounting & Billing
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Process job invoices and follow up on outstanding payments.
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Record job-related expenses and reconcile receipts.
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Coordinate with the bookkeeper or accountant on job costing and financial reports.
Scheduling & Logistics
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Coordinate equipment rentals, subcontractors, and material deliveries.
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Track crew hours for payroll and job costing purposes.
Qualifications
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Previous office experience is required; candidates without office experience will not be considered.
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Experience with insurance-related documentation and processes is essential.
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Strong organizational, communication, and multitasking skills.
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Proficiency with Microsoft Office and project management software (Xactimate experience preferred).
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Ability to work independently and as part of a collaborative team.
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High attention to detail and ability to manage time effectively.
Position Details
About the Role
This position is ideal for someone who enjoys working in a dynamic, team-oriented environment and takes pride in ensuring operational excellence. We are looking for a dedicated, long-term team member who is eager to grow within the company and contribute to its continued success. Please note that training may take up to six months.
#1056OS
Vacaville, CA
1071
1411 Oliver Road
Suite 101
Fairfield, CA 94534
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