Office Coordinator
Position Summary / Purpose
Support multiple Project Managers and their teams in creating high levels of customer satisfaction by establishing collaborative relationships among the project teams and constituent groups, resolving issues with customers and promoting the concept of integrated systems.
Assist in the coordination, scheduling, and facilitation of the timely and profitable delivery of all services required to rapidly return customer’s property to pre-loss condition.
Principle Duties and Responsibilities
Support, facilitate, and coordinate the work of multiple project teams and Project Managers
Identify and remove barriers to successful completion of overall projects
Serve as primary point of contact with external vendor representatives, insurance adjusters, project managers, and customers
Develop customer material allowances and selection sheets
Complete and track contracts, invoices, submittals, and estimates
Provide timely project status updates to Project Managers
Maintain project work files
Prepare change orders and supplements
Facilitate customer warranty and satisfaction surveys
Secure client payments
Schedule all team technicians
Support the hiring of all team technicians
Manage team technicians
Additional Duties and Responsibilities
Maintain project files
Attend company meetings
Perform production work as necessary
Additional duties as requested such as answering phones, other TC duties, etc in the event of absences.
Working Relationships and Scope
Establishes collaborative relationships among project and constituent groups
Coordinates with Marketing for follow-up and job evaluation with customers
Coordinates with customer and administration function for timely collection of project payment
Performance Competencies
Oral Communication–The individual speaks clearly and persuasively in positive or negative situations. Effective in one-on-one and small group situations. Adaptable and able to think on his / her feet. Able to effectively communicate with customers in understandable terms.
Written Communication–Writes clear, precise, well organized letters and emails. The individual edits work for spelling, uses appropriate vocabulary, and has impeccable grammar. Is able to read and interpret written information.
Team Building–Achieves cohesion and effective team spirit with peers, subordinates, and subcontractors. Sustains a climate characterized by open, honest relationships where differences are constructively resolved rather than ignored, suppressed, or denied. Shares credit for accomplishments.
Planning and Organizing–Has the ability to see the overall job from start to finish. In understanding the steps to be taken, resources, and time required, can effectively create a timeline for the job. Coordinates plans with other managers.
Customer Focus–Combines empathy for customer’s situation with time and budget constraints to effectively manage and exceed customer’s expectations.
Technology–Regularly uses standard word processing and spreadsheet software tools to enhance efficiency and accuracy of work performed. Effectively uses communication devices and technology to collect, review, and forward field activity reporting.
Qualifications-Knowledge, Skills, and Abilities
Education and Experience
High school diploma (or GED) plus three (1) to five (2) years of experience working in construction or restoration industry.
Financial Reports and Budgeting
Ability to review completed job costing, assess performance, and identify areas for improvement.
Technical Skills
Proficient technical skills, experience, and certification in the areas of service the company provides.
Mathematical Skills
Adequate math skills. Able to quickly and effectively translate remaining work into manpower planning, project completion times, and review and assess labor time reporting. Effectively project job costs based on work remaining.
Negotiation Skills
Wins by creating advocates, not enemies, when negotiating.
Computer Skills
Demonstrates intermediate to advanced proficiency in the use of computers and computer software, especially MS Word and Excel. Experience with Xactimate software is a plus.
Listening Skills
Effective in receiving feedback and input from customers and employees, probing for additional information or unspoken issues, and providing timely response.
Certificates, Licenses, and Registrations
None required for this position.
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