Office Manager/ Project Coordinator
Office Manager/ Project Coordinator
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Job Description
Founded in 1968 Kustom has spent decades earning a stellar reputation as a nationally acclaimed industryleading property restoration firm. We offer unparalleled fullservice restoration and emergency services to commercial industrial and residential clients. Our legacy is built on innovative thinking meticulous attention to detail and a commitment to exceptional service ensuring that life and business continue smoothly for our clients nationwide.
At Kustom we unite experts who are driving the industry forward delivering positive lifechanging outcomes for both commercial and residential customers. We do more than rebuildwe build trust.
Are you ready to make a significant impact and join one of the largest privately held restoration companies in North America Become part of our team and contribute to our ongoing success story!
Kustom is seeking an Office & Project Coordinator in our Spokane location. The Office and Project Coordinator plays a crucial role in ensuring the seamless execution of office operations and project coordination. This position supports both administrative functions and production teams by managing office procedures maintaining financial and project documentation assisting with scheduling and facilitating communication between teams. The ideal candidate possesses strong organizational multitasking and communication skills to drive efficiency and effectiveness across departments.
This is an onsite role located in Post Falls ID.
Administrative & Office Management:
- Oversee office operations procedures and resources to ensure organizational efficiency.
- Review and approve credit card coding in Concur and invoices in TimberScan.
- Ensure timely submission of monthly credit card statements and approve hourly timesheets and PTO requests.
- Act as a liaison between employees and Human Resources assisting with onboarding training and compliance.
- Develop and implement process improvements for administrative workflows.
- Order and track office equipment and supplies ensuring all employees have necessary resources.
- Manage mail distribution draft correspondence and support receptionist duties as needed.
- Oversee business licenses and employee credential tracking in coordination with HR.
Project Coordination:
- Maintain and update internal project management systems and thirdparty administrator (TPA) platforms.
- Generate and process invoices ensuring accuracy and proper documentation.
- Verify and process timecards in ADP for payroll accuracy.
- Act as a primary point of contact for customers providing education and updates throughout the project lifecycle.
- Schedule job walks meetings and ensure timely communication with stakeholders.
- Coordinate with subcontractors in collaboration with Project Managers and Directors.
- Support production meetings by preparing documentation and providing project status updates.
- Manage change orders supplements and financial transactions including payment collection.
What you will bring:
- High attention to detail with strong analytical and problemsolving skills.
- Ability to manage multiple priorities and meet deadlines with minimal supervision.
- Strong written and verbal communication skills for effective interaction across teams and with clients.
- Proactive and solutionoriented approach to tasks and challenges.
- Ability to hold team members accountable to deadlines and responsibilities.
- Experience with QuickBooks
Qualifications
- Minimum of 5 years of administrative and/or project coordination experience preferably in a construction insurance or claims management environment.
- Familiarity with financial processes including invoice processing and payment collection.
- Proficiency in Microsoft Excel and other office software; experience with ADP Salesforce DASH Sage TimberScan Coupa and QuickBooks is a plus.
- Strong organizational and multitasking abilities with the ability to work under pressure and meet tight deadlines.
What We Offer:
- Competitive Salary
- Medical Dental Vision and Flexible Spending Account.
- 401(k) with Company Match (eligibility required)
- Shortterm & Longterm Disability
- Critical Illness/Accident/Hospital Indemnity Plans
- Employee Assistance Program
- Paid Time Off
- Upward Mobility and Development Opportunities
Compensation is based on geographic location demonstrated job related skills knowledge experience education certifications etc.
Kustom is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Required Experience:
IC
Employment Type
Full-Time
