Job File Coordinator

The Job File Coordinator is responsible for managing and maintaining accurate, complete, and timely job files throughout the lifecycle of restoration projects. This position serves as a key point of coordination between production teams, customers, insurance carriers, and internal departments to ensure all required documentation is collected, reviewed, and processed appropriately. The Job File Coordinator plays an important role in maintaining organized workflows, supporting timely billing and job closeout, and delivering a high level of customer service., * Monitor job file progress from initial setup through completion and closeout.

• Maintain and monitor work-in-progress (WIP) files to ensure jobs are progressing and documentation requirements are being met.
• Review, audit, and validate job documentation for accuracy and completeness.
• Coordinate with production teams to obtain missing or required documentation, including photos, notes, authorizations, work orders, and other supporting records.
• Maintain accurate customer, insurance, and project information within company systems.
• Prepare and organize completed job files for billing and final closeout.
• Prepare detailed and itemized invoices and supporting documentation as required.
• Ensure job files meet SERVPRO, customer, insurance carrier, and program requirements.
• Communicate professionally with customers, insurance adjusters, agents, production staff, and other internal and external contacts regarding job status and documentation needs.
• Provide timely updates and follow-up on outstanding documentation, approvals, or information needed to move jobs forward.
• Assist with resolving documentation, billing, or job-file discrepancies.
• Maintain organized electronic and/or physical job records.
• Support quality assurance efforts by reviewing files for consistency, accuracy, and compliance.
• Work collaboratively with production, estimating, accounting, and management teams to support efficient project completion.
• Maintain confidentiality of customer, insurance, and company information.
• Perform additional administrative and job coordination duties as assigned.

• 2+ years of administrative, office, customer service, or related business experience preferred.
• Experience within the restoration, construction, insurance, commercial cleaning, or service industry is preferred.
• Experience with job file coordination, estimating, invoicing, or quality assurance is a plus.
• Strong organizational skills with exceptional attention to detail and accuracy.
• Excellent written and verbal communication skills with a professional and courteous approach.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Ability to remain calm and professional when handling challenging or time-sensitive situations.
• Self-motivated, dependable, and able to work both independently and collaboratively as part of a team.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel.

• Competitive pay based on experience
• Health benefits
• Paid time off
• Opportunities for growth and advancement
• Stable, year-round work
• Supportive team environment

At SERVPRO Team Paparone, we take pride in creating happy customers and being the best restoration company in the Greater Philadelphia area - not just the biggest. We are looking for team members who care about their work, care about people, and want to grow with us.

Apply today to join our team!

Pay: $18.00 - $25.00 per hour

Servpro Industries, LLC is a leading provider of cleaning and restoration services, dedicated to delivering exceptional customer care during times of disaster. With a strong national presence and a commitment to growth, we offer rewarding opportunities for talented professionals to join our dynamic team.