Title: Office Coordinator (Mitigation & Reconstruction - Job File Coordinator)
Location: Norwalk, CT
FLSA Classification: Full-Time, Non-Exempt
Compensation: $24.00 - $26.00, Hourly Range
DESCRIPTION
Servpro of Stamford, serving the Fairfield County (Norwalk, CT) area is seeking an individual to fill the role of Office Coordinator / Job File Coordinator. In this role, the successful candidate will assist in the management and coordination of job files for a multi-franchise residential and commercial mitigation business.
We are seeking an individual who is highly self-confident, energetic, detail-oriented, and who will aggressively take the initiative in a high volume and fast paced office environment. As the Office Coordinator / Job File Coordinator, you will be responsible for providing administrative support to ensure the efficient operation of the mitigation & reconstruction team. The ideal candidate will support the Mitigation Office Team, Reconstruction Team, Project Managers and Customers through a variety of tasks related to organization, communication, and job file completion.
ESSENTIAL DUTIES & RESPONSIBILITIES
Administrative & Customer Support
- Interface with Customers to ensure open and effective lines of communication and timely
- completion of duties and job files, maintaining close and positive relationships with clientele.
- Interface with Project Managers, Field Crew and Office personnel to ensure open and effective lines of communication and timely completion of duties and job files.
- Oversee scheduling, appointments, and production services.
- Monitor and ensure complete file status, with appropriate supporting documentation.
- Handle insurance claims processing.
- Job File Coordination
- Monitor job file status
- Monitor job file audit status
- Maintain job file WIPs (Work-in-Progress)
- Monitor and ensure client requirements are followed
Job File Documentation
- Review and validate initial field documentation
- Create preliminary estimates
- Perform daily job file coordination
- Perform job file backup
- Keep all hard copies and digital copies of all Job Files
Job File Communication and Reporting
- Maintain internal and external communications with Office Coordinators, Project Managers, Field
Crew and Clients
- Prepare job file reports
- Complete and review job file documentation for final upload and the audit process
- Complete job file audit process
- Perform job close-out
Other
- Assist with answering the main office lines.
- Administrative job duties.
- Other ad-hoc duties assigned and requested by management.
REQUIREMENTS, DESIRED KNOWLEDGE, AND SKILLS:
- Knowledge of office management systems and procedures
- Proficiency in Microsoft Office Suite and other relevant Franchise Specific Software
- Previous Insurance Claims Processing and Insurance Industry Experience Preferred
- Tech Savvy with the ability to learn new software easily
- Franchise Specific Software: Xactimate, XactAnalysis, and others
- Excellent time management skills to prioritize and complete a wide variety of tasks throughout the day
- Attention to detail and problem solving skills
- Excellent written and verbal communication skills
- Strong organizational and planning skills
- Ability to adapt and pivot under demanding conditions, with the capacity to manage numerous projects at once
- Previous customer service experience; preferably in a cleaning, restoration or construction industry
- Patience and listening skills to respond appropriately and interact positively with customers
- Capable to work in a fast-paced, high call volume, team-oriented environment
- Bilingual – English/Spanish, a plus
EDUCATION
- High school diploma/GED; required
- Associate degree; preferred
COMPENSATION & BENEFITS
We offer competitive pay as well as comprehensive benefits. If you feel that you meet the above criteria and are intrigued by the opportunity to work for a dynamic, fast-paced company, please contact us.
Benefits:
- 401(k) with company match
- Health insurance
- PTO/Sick, Vacation Paid Time Off
- Holidays
- Professional development assistance
Schedule:
- 8 Hour Day / 40 Hours Per Week Shift, flexible to work overtime when required
- Monday to Friday
On-Call Dispatcher:
- As part of our 24-hour emergency services operation, employees are required to serve as an On-Call Dispatcher for one week per month or one week in 6 weeks, which is calendared in advance, covering after-hours shift.
Overtime Requirement:
We are a 24/7 Emergency Services business. You will occasionally be expected to work nights and weekends to assist our customers in their time of need during storms, cold weather, and other natural or man-made emergency situations.
WORKING CONDITIONS
Environment: This position will be in-office environment; Not Eligible for hybrid or remote.
Ability to commute:
Reliably commute or planning to relocate before starting work (Required)
Physical Demands: Work is performed in an office environment and requires the ability to operate standard office equipment and keyboards. Light work that includes moving objects up to 20 pounds may be required.
Please Note: Our office is a Pet Friendly Office, there are occasionally dogs in and around our office!
ABOUT SERVPRO
History
SERVPRO of Stamford, serving the Fairfield County (Norwalk, CT) area understands the stress and worry that comes with a fire or water damage and the disruption it causes to your life, home, or business. Our goal is to help minimize the interruption to your life and quickly make it "Like it never even happened.” SERVPRO of Stamford, serving the Fairfield County (Norwalk, CT) area specializes in the cleanup and restoration of residential and commercial property after a fire, smoke or water damage. SERVPRO of Stamford, serving the Fairfield County (Norwalk, CT) area can also mitigate mold and mildew from your home or business.
Importance of Community
Many leaders in our business were born, raised, and have raised families of their own in Fairfield County. Our neighbors are very important to us. With over 35 years we have helped thousands of people and businesses to recover from disaster as quickly as possible.
Training
We pride ourselves in being the best in the industry, and the best in the community. That’s why our staff is highly trained in property damage restoration. From initial and ongoing training at SERVPRO’s Franchise Facility for regular IICRC-industry certification, our technicians are equipped with the knowledge and tools to restore your property.
Job Type: Full-time
Pay: $24.00 - $26.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Application Question(s):
- This position is fully onsite and not eligible for hybrid or remote work. Can you confirm that you are comfortable working onsite at our Norwalk office location?
- This position offers an hourly pay range of $24–$26. Does this align with your compensation expectations?
Experience:
- Project coordination: 4 years (Preferred)
- Attention to detail: 4 years (Preferred)
Ability to Commute:
- Norwalk, CT 06851 (Preferred)
Work Location: In person
