Project Administrator

Santa Clarita, CA - USA

Hourly Salary: $ 20 - 24

Posted on: Yesterday

Vacancies: 1 Vacancy

Job Summary

Benefits:

401(k)
401(k) matching
Dental insurance
Health insurance
Paid time off
Training & development
Vision insurance

The Project Administrator will steward administrative project management tasks across all service lines from First Notice of Loss (FNOL) through close-out and invoicing by maintaining an accurate Work-in-Progress (WIP) board ensuring complete and compliant documentation supporting estimating based on scope and photos coordinating business hours schedules and dispatch and providing professional customer service to all stakeholders.

Primary Responsibilities

FNOL Intake Customer Service and Dispatch

Promptly receive screen and enter all lead calls and job referrals (FNOLs) into relevant systems with complete accurate details.
Answer phones route inquiries and greet visitors in a professional manner; resolve routine issues and escalate as needed.
Dispatch and track leads/referrals to the appropriate operational teams to ensure rapid response and clear handoffs.
Monitor logistical progress of referrals and active jobs to meet customer expectations and program requirements.

WIP Management Scheduling and Coordination

Maintain an accurate up-to-date WIP board for all active leads and projects.
Collaborate with RMs and CMs to coordinate the daily production schedule and on-call schedule; confirm resources sequencing and timing.
Review WIP trends to identify bottlenecks or gaps; surface issues early and recommend practical fixes.

Job File Documentation Estimating Support and Compliance

Communicate daily with RMs RSs and CMs to ensure all required documentation is captured on site at point of task (photos readings notes signatures).
Verify estimates based on documented scope and photos; verify that all work performed is captured for billing.
Audit job files daily for accuracy and completeness against internal SOPs and program requirements.
Complete job file reports for all assigned projects.
Review timestamps and other datapoints to ensure accurate reporting and KPMs.
Prepare files for final upload and audit; perform internal audits to confirm estimate scope and file compliance.
Monitor and ensure all client/program requirements are followed; maintain timely internal and external communications.

Close-Out and Invoicing Support

Execute all job close-out activities including documentation checks status updates and tasking to the billing/accounting team.
Coordinate with accounting to support accurate timely invoicing and resolve documentation questions quickly.

General Office Duties

Maintain organized digital and physical records; perform light filing as needed.
Assist other departments as assigned to meet business needs.

Education And Experience Requirements

High school diploma or GED required.
Prior receptionist/office dispatch or estimating experience preferred.
Exceptional customer service strong administrative skills and clear verbal and written communication required.
Proficiency with common office software and digital tools; strong general tech skills ability to learn industry platforms quickly.
Experience in restoration construction or insurance is a plus. (Familiarity with estimating and job-management systems preferred.)

Physical And Work Environment Requirements

Office-based largely sedentary role. Occasional filing and lifting of file boxes; may require opening cabinets and using a step stool.

Normal Working Hours Additional Hours And Travel

Full-time MondayFriday start time at 7:30am (just prior to business open) concluding at 5:30pm (just after business close)
Longer or flexible hours may be required based on business needs. Minimal travel.

Compensation: $20.00 - $24.00 per hour

Picture yourself here fulfilling your potential.

At SERVPRO you can make a positive difference in peoples lives each and every day! Were seeking self-motivated proactive responsible and service-oriented teammates to join us in our mission of helping customers in their greatest moments of need by repairing and restoring homes and businesses with an industry-leading level of service. With nearly 2000 franchises all over the country finding exciting and rewarding SERVPRO career opportunities near you is easy! We look forward to hearing from you.

All employees of a SERVPRO Franchise are hired by employed by and under the sole supervision and control of an independently owned and operated SERVPRO Franchise. SERVPRO Franchise employees are not employed by jointly employed by agents of or under the supervision or control of Servpro Franchisor LLC in any manner whatsoever.

Required Experience:

Unclear Seniority

Benefits:401(k)401(k) matchingDental insuranceHealth insurancePaid time offTraining & developmentVision insuranceThe Project Administrator will steward administrative project management tasks across all service lines from First Notice of Loss (FNOL) through close-out and invoicing by maintaining an ...

Benefits:

401(k)
401(k) matching
Dental insurance
Health insurance
Paid time off
Training & development
Vision insurance

FNOL Intake Customer Service and Dispatch

Promptly receive screen and enter all lead calls and job referrals (FNOLs) into relevant systems with complete accurate details.
Answer phones route inquiries and greet visitors in a professional manner; resolve routine issues and escalate as needed.
Dispatch and track leads/referrals to the appropriate operational teams to ensure rapid response and clear handoffs.
Monitor logistical progress of referrals and active jobs to meet customer expectations and program requirements.

WIP Management Scheduling and Coordination

Maintain an accurate up-to-date WIP board for all active leads and projects.
Collaborate with RMs and CMs to coordinate the daily production schedule and on-call schedule; confirm resources sequencing and timing.
Review WIP trends to identify bottlenecks or gaps; surface issues early and recommend practical fixes.

Job File Documentation Estimating Support and Compliance

Communicate daily with RMs RSs and CMs to ensure all required documentation is captured on site at point of task (photos readings notes signatures).
Verify estimates based on documented scope and photos; verify that all work performed is captured for billing.
Audit job files daily for accuracy and completeness against internal SOPs and program requirements.
Complete job file reports for all assigned projects.
Review timestamps and other datapoints to ensure accurate reporting and KPMs.
Prepare files for final upload and audit; perform internal audits to confirm estimate scope and file compliance.
Monitor and ensure all client/program requirements are followed; maintain timely internal and external communications.

Close-Out and Invoicing Support

Execute all job close-out activities including documentation checks status updates and tasking to the billing/accounting team.
Coordinate with accounting to support accurate timely invoicing and resolve documentation questions quickly.

General Office Duties

Maintain organized digital and physical records; perform light filing as needed.
Assist other departments as assigned to meet business needs.

Education And Experience Requirements

High school diploma or GED required.
Prior receptionist/office dispatch or estimating experience preferred.
Exceptional customer service strong administrative skills and clear verbal and written communication required.
Proficiency with common office software and digital tools; strong general tech skills ability to learn industry platforms quickly.
Experience in restoration construction or insurance is a plus. (Familiarity with estimating and job-management systems preferred.)

Physical And Work Environment Requirements

Office-based largely sedentary role. Occasional filing and lifting of file boxes; may require opening cabinets and using a step stool.

Normal Working Hours Additional Hours And Travel

Full-time MondayFriday start time at 7:30am (just prior to business open) concluding at 5:30pm (just after business close)
Longer or flexible hours may be required based on business needs. Minimal travel.

Compensation: $20.00 - $24.00 per hour

Picture yourself here fulfilling your potential.

Required Experience:

Unclear Seniority

Key Skills

Microsoft Office
Construction Experience
Microsoft Outlook
Microsoft Word
Sage
Microsoft Powerpoint
Microsoft Excel
Project Management
Sharepoint
Microsoft Project
Administrative Experience
Project Coordination

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About Company

Servpro

The best restoration company near you, SERVPRO is available 24 hours for commercial & residential property emergencies like water damage, fire cleanup, mold damage & more.

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