POSTION: Inside Project Coordinator
Employment Status – Full Time
H2O Damage LLC is a full-service restoration contractor providing 24/7 Fire, Water & Mold Damage based in Sterling MA.
The Inside Project Coordinator is responsible for customer-facing communication, coordination with production staff and obtaining documenta on relative to each individual mitigation and restoration projects.
Responsibilities -
- No workplace injuries
- May need to respond to on call and emergencies from time to time.
- Maintain driver’s license or ability to come into the office as scheduled M-F 8-4:30 located in Sterling MA
- Completion of daily paperwork
- Maintain company equipment, supplies and vehicles as needed
- Maintain all job file paperwork check list to be provided
- Weekly project accounts receivable collections
- Maintain all project communications and documentation in CRM.
- Assist with scheduling projects
- Maintain professional communication demeanor and personal appearance consistent with business casual work environment. Always wear closed-toed non-slip shoes in the warehouse area.
- Turn in Credit/Debit Card receipts in a timely manner
- Maintain communication relationships with clients including but not limited to Insurance Adjusters, Property Managers, End Users, vendors and employees
- May be asked to attend networking group and perform various sales-oriented tasks as requested by management
- Sign a non-disclosure agreement and no solicitation agreement
- Project client intake and project set up
- Enter project client data into CRM
- Obtain and file all required project documents from clients on all projects.
- Ongoing follow-up with production staff to obtain crew sheets, moisture mapping, moisture documentation, photos, Matterport links, contracts, completion forms and any other documents as directed.
- Obtain review and audit daily and weekly time sheets for production staff
- Contact clients to schedule production staff, confirm schedules, follow-up calls on job completion.
- Send out billing packages via email or USPS.
- Daily follow up with clients to ensure client has all relevant documenta on to ensure payment is prompt.
- Periodically attend company events as needed
- Attend training classes and/or events as needed
- From time-to-time coordinate and/or pick up checks from clients
- Complete misc. errands or tasks as requested
- Assist with payroll accumulations
- Manage web based payroll entry
- Communicate with vendors and subcontractors as directed
- Database entry and research
- Report to office Monday - Friday 8am - 5pm
- Willing to work to evolve with the position and grow with the company
clients
Holiday Pay, Sick Time, 401k, Disability
Inside Project Coordinator
Employment: Full-time | Location: Sterling, MA (On-site)
Company: H2O Damage LLC — 24/7 fire, water, and mold damage restoration
Overview
The Inside Project Coordinator manages customer communications, coordinates with production teams, and ensures complete, accurate documentation for mitigation and restoration projects.
Key Responsibilities
- Safety first: support a zero-injury workplace; wear closed-toe, non-slip shoes in warehouse areas
- Customer intake, project setup, and data entry in the CRM
- Maintain all project documentation (checklists, contracts, crew sheets, moisture mapping and logs, photos, Matterport links, completion forms)
- Coordinate schedules with clients and production; confirm appointments and follow up through job completion
- Maintain professional, timely communication with clients, insurance adjusters, property managers, vendors, subcontractors, and internal teams
- Prepare and send billing packages (email/USPS); conduct weekly A/R collections and daily payment follow-ups
- Assist with payroll accumulations and manage web-based payroll entry; review and audit daily/weekly time sheets
- Maintain accurate records and communications in the CRM; perform database entry and research
- Support equipment/supplies coordination and vehicle needs as directed
- Handle receipts and credit/debit card documentation promptly
- Complete occasional errands (e.g., pick up checks) and support vendor/subcontractor coordination
- Participate in training, company events, networking, and occasional sales-support tasks as requested
- Adhere to NDA and non-solicitation agreements
- Occasional on-call/emergency response as needed
Schedule
- Standard hours: Monday–Friday, approximately 8:00 a.m.–5:00 p.m. (on-site in Sterling, MA)
- May require occasional after-hours or weekend support
Qualifications
- Strong organizational skills with meticulous attention to detail and follow-through
- Excellent written and verbal communication; professional demeanor
- Proficiency with CRM systems and basic office software
- Ability to manage multiple deadlines, documentation workflows, and A/R collections
- Valid driver’s license or reliable transportation to the Sterling, MA office
Benefits
- Holiday pay, sick time, 401(k), disability
H2O Damage LLC is an equal opportunity employer. Candidates of all backgrounds are encouraged to apply.
Pay: $55,000.00 - $68,000.00 per year
Work Location: In person
