Project Coordinator

Responsive recruiter Benefits:

• Competitive salary
• Dental insurance
• Opportunity for advancement
• Paid time off
• Training & development
• Vision insurance

Do you want to make a difference in the growth of a local business while helping Upstate home and business owners? If this sounds ideal to you then you might be the candidate to contribute to the daily operations at a family owned office of one of North America’s leading franchise organizations.  As a Paul Davis Restoration Administrative Assistant, you will be tasked with professionally and compassionately answering incoming calls from potential and existing customers and vendors. You will also be responsible for typical office duties such as filing, copying and keeping the office organized.Requirements:

• Answer incoming calls on office and mobile lines
• Complete intake for new losses for mitigation and reconstruction departments
• Initiate, maintain and bring to conclusion communication with customer
• Facilitate daily huddles with squad to capture high priorities and next steps
• Makes initial contact of loss to squad/team
• Ensure the client’s needs are met from start to completion of job
• Complete job notes in operating systems
• Complete compliance tasks in main operating systems, RMS
• Create new loss (jobs and projects) files
• Create and send invoices for jobs/projects
• Creating & Maintenance of job files, project documentation and job closings
• Assist with collection calls for the Accounts Receivable department
• Confirm written payment schedule and collection of deductibles
• Educate customer on the Paul Davis process
• Run reports in main operating system, RMS
• Confirm that the current jobs are on schedule
• Monitor Xact Analysis (XA) for new loss assignments, alerts and notes meeting compliance timelines
• Assist Project Managers, Estimators, Field Supervisors, and Team Leads with job updates and job information
• Provide onsite documentation support utilizing DocuSign
• Maintain a collection goal of: No Accounts Receivable to be over 90 days
• Adherence to Service Level Agreements
• Close the Loop 100% of the time within 24 hours
• Assist with order deliveries via Dispatch
• Assist with follow-up on needed documentation for job files. Ex: Certificate of Completions
• Assist team with facilitating accounting adjustments
• Assist with coordination of subcontractor confirmations and documentation
• On-going assistance with subcontractor recruiting
• Manage all phases of job costing within RMS and QuickBooks Accounting Software
• After-Hours on call rotations 
• Why The Team Needs You? Serving others in their time of need is not easy. We are a fast-paced, progressive company with a hands-off approach management style.  We need someone who can take charge, problem solve, build relationships, and complete tasks while being a stickler for the details. We also want a fun personality that enjoys getting results.Why Join The Team? We are an industry leader in restoration and reconstruction for insurance providers and commercial properties throughout the United States and Canada. Built upon principles of customer service and leadership, not only living our company values to be more than just a service provider, but to restore communities.Skills Desired of Team Member:
• 1-2+ years of experience in a relevant role preferred
• Mitigation experience is a plus but not required 
• Organized, analytical administrative coordinator who likes a fast-paced environment
• Loves talking to people and building relationships
• Likes to problem-solve and help people find solutions
• Enjoys completing tasks 
• Is a stickler for the details
• Can review data and deductively think through what information might be missing
• Proactive, assertive personality
• Likes to create and follow systems while helping others to follow them as well
• Enjoys taking care of others
• High School Diploma or equivalent
• Professional appearance and courteous manner
• Answer incoming calls on office and mobile lines
• Complete intake for new losses for mitigation and reconstruction departments
• Initiate, maintain and bring to conclusion communication with customer
• Facilitate daily huddles with squad to capture high priorities and next steps
• Makes initial contact of loss to squad/team
• Ensure the client’s needs are met from start to completion of job
• Complete job notes in operating systems
• Complete compliance tasks in main operating systems, RMS
• Create new loss (jobs and projects) files
• Create and send invoices for jobs/projects
• Creating & Maintenance of job files, project documentation and job closings
• Assist with collection calls for the Accounts Receivable department
• Confirm written payment schedule and collection of deductibles
• Educate customer on the Paul Davis process
• Run reports in main operating system, RMS
• Confirm that the current jobs are on schedule
• Monitor Xact Analysis (XA) for new loss assignments, alerts and notes meeting compliance timelines
• Assist Project Managers, Estimators, Field Supervisors, and Team Leads with job updates and job information
• Provide onsite documentation support utilizing DocuSign
• Maintain a collection goal of: No Accounts Receivable to be over 90 days
• Adherence to Service Level Agreements
• Close the Loop 100% of the time within 24 hours
• Assist with order deliveries via Dispatch
• Assist with follow-up on needed documentation for job files. Ex: Certificate of Completions
• Assist team with facilitating accounting adjustments
• Assist with coordination of subcontractor confirmations and documentation
• On-going assistance with subcontractor recruiting
• Manage all phases of job costing within RMS and QuickBooks Accounting Software
• After-Hours on call rotations 
• 1-2+ years of experience in a relevant role preferred
• Mitigation experience is a plus but not required 
• Organized, analytical administrative coordinator who likes a fast-paced environment
• Loves talking to people and building relationships
• Likes to problem-solve and help people find solutions
• Enjoys completing tasks 
• Is a stickler for the details
• Can review data and deductively think through what information might be missing
• Proactive, assertive personality
• Likes to create and follow systems while helping others to follow them as well
• Enjoys taking care of others
• High School Diploma or equivalent
• Professional appearance and courteous manner

Compensation: $38,000.00 - $50,000.00 per year

Since 1966, Paul Davis has been an industry leader in the areas of property damage mitigation, reconstruction and remodeling. With more than 370 offices in our franchise network, the company serves residential, institutional, and commercial customers and clients across the United States and Canada.

We have built our heritage one project at a time, establishing a reputation for performance, integrity and responsibility among customers and carriers alike. Whether property damage is caused by water, fire, smoke, storms or other disasters, we deliver on our promise to deliver excellence, expertise and a customer experience that is second to none. At Paul Davis, our passion for quality drives everything we do.

Our Vision:

To Provide Extraordinary Care While Serving People In Their Time Of Need.

Our Values:

Deliver What You Promise

Respect The Individual

Have Pride In What You Do

Practice Continuous Improvement

Our Mission:

To provide opportunities for great people to deliver Best in Class results