Job File Coordinator

SERVPRO of San Diego East & Mid-City is looking for a Job File Coordinator to join our growing team. This role is perfect for someone who thrives in a fast-paced environment, enjoys solving problems, and takes pride in ensuring every project is completed accurately from start to finish. As the Job File Coordinator, you'll be the operational hub between our office, production teams, customers, and insurance partners. You'll oversee the administrative side of restoration projects-from the moment a job is received until the final invoice is submitted-ensuring every file is complete, compliant, and ready for payment. If you're someone who enjoys organization, technology, communication, and making sure nothing falls through the cracks, we'd love to meet you., As our Job File Coordinator, you'll be responsible for managing every administrative aspect of restoration projects. Job File Management

• Monitor every active job from first notice of loss through final invoicing
• Maintain accurate job files and ensure all documentation is complete
• Track project progress daily and keep our Work-In-Progress (WIP) board up to date
• Verify all required documentation is uploaded accurately and on time

Estimating & Documentation

• Create and review restoration estimates using industry estimating software
• Review production photos, scope notes, moisture logs, and supporting documentation
• Ensure estimates accurately reflect all work performed
• Audit job files before submission to verify compliance with company and insurance program requirements

Production Support

• Communicate daily with Project Managers and Production Technicians
• Ensure field crews capture required documentation while on-site
• Assist crews with documentation requirements and workflow questions
• Help resolve missing documentation before jobs are closed

Customer & Stakeholder Communication

• Maintain professional communication with customers, insurance adjusters, project managers, subcontractors, and internal departments
• Provide updates on project status when needed
• Help ensure clients receive an exceptional customer experience throughout the restoration process

Quality Assurance

• Perform detailed audits on completed projects
• Verify timestamps, documentation, and project data for accuracy
• Ensure compliance with insurance program guidelines and company standards
• Identify discrepancies before invoicing to reduce delays and improve collections

Job Close-Out

• Coordinate project completion with Accounting
• Prepare completed files for final upload and billing
• Ensure invoices accurately reflect all approved work performed
• Help drive faster collections by submitting complete, audit-ready job files

Team Collaboration

• Support office operations as needed
• Assist other departments during busy periods
• Continuously look for ways to improve efficiency and workflow, Our team helps homeowners and businesses recover after water, fire, mold, storm, and biohazard losses. Behind every successful project is an organized Job File Coordinator ensuring that every detail is documented correctly, every estimate is accurate, and every customer receives exceptional service.

Are you highly organized, detail-oriented, and passionate about keeping projects on track?, The ideal candidate is someone who enjoys bringing order to complexity and can confidently manage multiple projects at once., * High School Diploma or GED

• Previous office, administrative, estimating, or project coordination experience preferred
• Experience in restoration, construction, insurance, or property claims is a plus

Skills That Will Help You Succeed

• Exceptional organizational skills
• Strong attention to detail
• Excellent written and verbal communication
• Outstanding customer service skills
• Ability to prioritize multiple projects in a fast-paced environment
• Strong computer skills and ability to quickly learn new software
• Problem-solving mindset
• Ability to work independently while collaborating with multiple departments, Experience with any of the following is a plus:
• Xactimate
• DASH
• Encircle
• Microsoft Office (Excel, Outlook, Word, Teams)
• Google Workspace
• Restoration management software

Pulled from the full job description

• Paid training
• Health insurance
• 401(k) matching
• Paid time off
• Paid holidays
• Opportunities for advancement, * Health insurance
• Paid time off
• Training & development
• 401(k) matching
• Competitive salary, * Competitive hourly pay
• Health benefits
• Paid vacation and holidays
• Paid training and professional development
• Opportunities for advancement within a growing company
• Supportive team environment
• The opportunity to make a difference by helping families and businesses recover after disasters, Your work directly impacts our ability to help people during some of the most challenging times in their lives. If you enjoy working with great people, solving problems, and taking pride in accuracy and organization, this is a career where you can truly make a difference. Apply Today! Ready to join one of the nation's leading restoration companies, and make it "like it never even happened?"

All employees of a SERVPRO® Franchise are hired by, employed by, and under the sole supervision and control of an independently owned and operated SERVPRO® Franchise. SERVPRO® Franchise employees are not employed by, jointly employed by, agents of, or under the supervision or control of Servpro Franchisor, LLC, in any manner whatsoever.