Construction File Coordinator

Job Description

Job Description

Summary

The Construction File Coordinator is responsible for tasks related to customer calls, project monitoring, tracking, coordination, estimate creation, and project audit.

General office duties, such as drafting correspondence, filing, and creating reports are also included within this role.

Primary Responsibilities

Assist with customer service and management of the customer experience

Monitor and ensure client requirements are followed

Assist with scheduling all warranty activities

Enter lead / jobs into the operating system and make sure all information in the project is correct

Schedule CM initial visit with customer

Educate customers on process

Review and validate project file documentation

Confirm with CM project scope of work is complete

Maintain customer and client communications

Support CMs ensuring customer and client agreement on scope and estimate

Ensure all paperwork is complete with customer and client

Ensure estimates are distributed to all necessary parties

Interface with Subcontractors for availability

Sign up new Subcontractors and maintain insurances and licensing

Issue POs based on project budget

Acquire proper permits as necessary and ensure all correct procedures are being followed with local municipalities

Schedule inspections with building departments

Update budgets

Order materials and supplies as needed

Update project schedule and timeline

Assist identifying and qualifying resource providers

Validate completed PO documentation

Update contract status with change orders and keep customer and client advised

Maintain Work-in-Progress (WIP) report

Maintain internal and external communications

Maintain communication log

Prepare project reports

Upon project completion review file documentation and update as necessary

Manage collections activities

Perform project close-out

Education and Experience Requirements

High school diploma / GED

Associate or bachelors degree preferred

A minimum two years of business experience

Working knowledge of current business software technologies

Superb customer service, administrative, and verbal and written communication skills

Intermediate math skills

Experience in the restoration and / or construction industry preferred

Physical and Work Environment Requirements

This is a largely sedentary role in an office environment. However, some filing may be required. This could require the ability to lift files, open filing cabinets, and bend or stand on a step stool as necessary.

Normal Working Hours, Additional Working Hours, and Travel Requirements

This is a full-time position, working hours between 8 : 00 a.m. and 5 : 00 p.m., MondayFriday, 40 hours per week. This position occasionally requires longer hours (beyond 8 hours a day) in support of emergency services, and some flexibility in hours may be needed dependent upon the business needs.

The contents of this Job Description have been discussed with me and I have received a copy. I understand that this document is general in nature and responsibilities required may be amended from time to time.

The signing of this Job Description acknowledges an understanding of the responsibilities of this position. Any item not understood should be clarified before signing to ensure that I understand what is expected.