Job File Coordinator

SERVPRO Team Leavens is seeking a detail-oriented and highly organized Job File Coordinator to support restoration projects from initial customer contact through job completion.

This role serves as an important point of coordination between customers, insurance representatives, and our production teams. The Job File Coordinator is responsible for maintaining accurate job files, monitoring documentation and insurance requirements, supporting estimating and billing processes, and helping ensure each project moves efficiently through the restoration process.

The ideal candidate is proactive, dependable, comfortable managing multiple priorities, and committed to providing excellent customer service in a fast-paced environment.

Schedule

This position will work a full-time schedule that includes one weekend day to provide consistent office coverage. The anticipated schedule will be either Sunday-Thursday or Tuesday-Saturday, based on business needs.

Primary Responsibilities

• Handle initial customer intake for water, fire, and other property damage losses, gathering and documenting detailed information about the property and reported damage.
• Maintain job files from initial intake through project completion and close-out.
• Communicate with customers, insurance representatives, adjusters, and internal teams throughout the job process.
• Monitor job files to ensure client, insurance carrier, and program requirements are completed accurately and on time.
• Create preliminary estimates using company estimating software.
• Review job documentation for accuracy and completeness, including required photos, forms, notes, and supporting documentation.
• Prepare reports and complete required job file uploads.
• Support job file audits, quality assurance, and documentation compliance.
• Perform job file backup and close-out procedures.
• Assist with billing readiness and help resolve missing documentation or information that could delay invoicing.
• Provide administrative support to other departments as needed.

• 2+ years of administrative, office, customer service, insurance claims, or related experience.
• Experience working with property & casualty insurance claims, restoration, construction, or property services is strongly preferred.
• Experience with estimating, job file management, insurance documentation, or quality assurance is a plus.
• Strong written and verbal communication skills with a professional and customer-focused approach.
• Ability to communicate effectively with customers who may be experiencing stressful property damage situations.
• Excellent organization and attention to detail.
• Ability to manage multiple job files, deadlines, and priorities in a fast-paced environment.
• Self-motivated, dependable, and comfortable working both independently and as part of a team.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel.

Software Experience

Experience with restoration, estimating, or insurance claims software is a plus, including:

• Xactimate
• WorkCenter/Restoration Manager
• Other property claims, estimating, or job management platforms

Prior SERVPRO experience is not required. Training will be provided on company-specific systems and processes.

Pulled from the full job description

• Referral program
• 401(k)
• Health insurance
• 401(k) matching
• Paid time off
• Vision insurance
• Health savings account, * Competitive pay based on experience
• Medical, dental, and vision insurance
• Company-funded life insurance
• Sick and vacation time
• 401(k) with company match
• Performance bonus opportunities
• Employee recognition and events

SERVPRO is an Equal Opportunity Employer. Employment is contingent upon successful completion of a background check and drug screening. We participate in E-Verify to confirm employment eligibility for newly hired employees.

Job Type: Full-time

Pay: $24.00 - $30.00 per hour, * 401(k)

• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Paid time off
• Referral program
• Vision insurance