Operations & Project Coordinator

Paul Davis Restoration

Job Location:

Brownstown, IN - USA

Hourly Salary: $ 22 - 25

Posted on: 22 days ago

Vacancies: 1 Vacancy

Job Summary

Benefits:

Competitive salary
Free uniforms
Opportunity for advancement
Paid time off
Training & development

PAUL DAVIS RESTORATION OF DOWNRIVER DETROIT

Operations & Project Coordinator

Reports To
Owner & Field Management Team

Works Closely With
Mitigation Managers Project Managers Reconstruction Team Contents Team Job Cost Accountant (JCA) and Operations Leadership

Employment Type
Full-Time on-site

WHY THIS ROLE EXISTS

Paul Davis Restoration of Downriver Detroit is building a reputation as the most reliable responsive best-documented restoration company in Southeast Michigan.

That reputation is earned one job at a time.

It is earned through:

fast response times
excellent communication
clean documentation
operational consistency
accurate project flow
zero surprises to customers or adjusters
and projects that move quickly without chaos

This role exists to protect operational speed documentation quality communication standards compliance and project flow across the life cycle of every job.

The Operations & Project Coordinator is not a passive administrative position.

This role is operational infrastructure.

This position directly supports the operational performance of the Mitigation and Field teams while helping maintain workflow communication and compliance across the company during changing workload demands.

This person serves as:

the checkpoint for job file quality
the communication support system for the field team
the intake control point for new losses
the coordination hub helping projects move efficiently from intake to close-out
and the early warning system for operational problems before they become expensive delays

The goal is simple:

No surprises.
No preventable delays.
No jobs falling through the cracks.

CORE RESPONSIBILITIES

1. Lead Intake Phone Coverage & Dispatch Support

Answer inbound customer and emergency calls with professionalism urgency and empathy
Gather complete and accurate loss information during customer intake
Create and route new jobs in RMS accurately and in real time
Notify appropriate field personnel and management immediately upon new loss intake
Follow up on missed pending or incomplete leads to ensure no opportunity sits untouched
Support rapid-response scheduling and dispatch coordination for mitigation activities
Ensure every inbound lead receives timely communication and proper documentation from first contact
Send welcome letters and intake communication to customers and insurance agents
Maintain excellent first impressions and communication standards during all customer interactions

2. Job File Management & Operational Quality Control

Own the operational flow of the job file from open to close
Ensure RMS and required systems are updated in real time throughout every active project
Upload organize and verify all contracts photos drying logs paperwork and project documentation
Confirm all required documentation is exported to required platforms on schedule
Post public and private notes according to company standards and program requirements
Verify all required signatures contracts and compliance documents are completed before work begins
Ensure job documentation meets carrier program and company standards
Archive completed project documentation properly in SharePoint and company systems
Never allow preventable documentation failures to create payment delays return trips compliance issues or customer frustration

3. Compliance Workflow Accountability & Operational Follow-Through

Monitor Claims Force and required compliance systems daily for every active job
Ensure compliance tasks are completed accurately and on time
Click compliance task completion buttons only after verifying requirements are satisfied
Flag overdue tasks missing documentation or unresolved issues immediately
Escalate operational risks early before they become billing delays customer issues or carrier problems
Track recurring process failures and identify patterns requiring operational improvement
Run estimates through Valudate before carrier submission when required
Track violations corrections and resolution timelines
Maintain a nothing sits mentality across all active projects

4. WIP Meetings & Operational Visibility

Facilitate or support weekly WIP review meetings with field leadership and ownership
Maintain visibility on all open jobs aging files bottlenecks and stalled tasks
Track project progress against operational benchmarks and company expectations
Communicate workload and operational capacity concerns early
Flag delays failed promises missing communication or stalled approvals before they impact cycle time
Help maintain operational accountability throughout the project life cycle
Identify recurring bottlenecks and propose process improvements

5. Customer Adjuster & Communication Support

Ensure customers receive consistent communication throughout the life of the project
Support communication flow between homeowners project managers technicians subcontractors and insurance adjusters
Confirm adjuster updates are completed according to company guidelines
Respond to customer inquiries with professionalism and urgency
Alert ownership and field leadership immediately to customer risks complaints or escalation concerns
Help maintain a customer experience that generates referrals repeat business and positive reviews
Ensure no customer is left wondering what is happening with their project

6. Vendor Supply & Operational Logistics Coordination

Coordinate dumpsters equipment logistics and material ordering as directed
Support field teams by ensuring operational resources are ordered and scheduled in a timely manner
Coordinate with vendors suppliers and subcontractors to support uninterrupted job flow
Track paperwork COIs vendor documentation and operational requirements
Assist with permit coordination and municipal documentation processes when applicable
Flag operational delays caused by missing materials scheduling conflicts or vendor issues immediately

7. Invoicing Documentation & Collections Coordination

Work closely with the JCA to help maintain clean invoice-ready files at all times
Confirm invoices supporting documentation and required project records are delivered according to carrier customer and contract requirements
Verify all required documentation is complete before invoicing
Track aging issues and flag delays impacting collections or cash flow
Support documentation follow-up and collections support activities as directed
Confirm project costs documentation and job records are complete prior to job close-out
Help reduce preventable payment delays through accurate documentation and proactive follow-through

8. Survey Review & Reputation Management

Deploy customer satisfaction surveys following project completion
Track customer responses and escalate negative experiences immediately
Send review requests to satisfied customers according to company standards
Support company reputation growth through operational excellence and customer communication
Help maintain high customer satisfaction and review performance standards

PERFORMANCE EXPECTATIONS

Success in this role requires:

urgency
consistency
follow-through
communication
accountability
organization
operational awareness
and meticulous attention to detail

This role is expected to:

protect cycle time
reduce preventable delays
support operational speed
improve communication quality
maintain compliance
support cash flow
and strengthen customer and adjuster trust

PERFORMANCE GOALS

Job Cycle Time 10 Days Mitigation 90 Days Reconstruction
Net Promoter Score (NPS) 80
Operations Scorecard 80
Revenue vs Cost Ratio 1.3
Job Cost 60%
Zero preventable compliance failures
Zero overdue critical compliance tasks
Zero preventable invoice delays caused by missing documentation
Fast accurate intake and dispatch response times
High customer communication consistency
Increased review volume and referral generation through operational excellence

COMPETENCIES & QUALIFICATIONS

Required

High school diploma or GED
Valid drivers license and insurable driving record
Strong written and verbal communication skills
High degree of urgency and responsiveness
Meticulous attention to detail
Strong organizational and follow-through skills
Comfortable holding others accountable respectfully and directly
Ability to work independently in a deadline-driven environment
Strong computer and software skills using Windows Office web browsers and operational software systems
Ability to learn industry platforms quickly

Preferred

Restoration mitigation construction insurance or project coordination experience
Experience with RMS/DASH Xactimate Claims Force Valudate Docusketch SharePoint or related software
Experience in customer service operations coordination or workflow management
Experience supporting high-performance teams in fast-paced environments

WHAT SUCCESS LOOKS LIKE

In this role:

projects move faster
communication improves
adjusters receive fewer surprises
documentation stays clean
customers feel informed
invoices go out faster
collections improve
field teams stay supported
and ownership spends less time chasing preventable operational problems

This role directly supports the long-term growth reputation and operational excellence of Paul Davis Restoration of Downriver Detroit.

We are building a company known for speed excellence professionalism communication and execution.
This role is a critical part of that mission.

Schedule & After-Hours Communication Expectations

This role primarily operates during standard business hours MondayFriday.

Due to the emergency-service nature of the restoration industry this position will participate in limited rotational after-hours communication coverage as assigned.

After-hours responsibilities may include:

Receiving and responding to calls escalated from the company answering service
Gathering accurate loss information and documenting/entering emergency intake/claim details
Coordinating communication with ownership or field management when required
Supporting customer communication and operational coordination during active emergency situations

This role is not expected to perform field labor or emergency mitigation work. The focus of after-hours coverage is communication intake accuracy escalation to field management and operational support as needed.

Company-observed holidays currently include:

New Years Day
Memorial Day
Independence Day
Labor Day
Thanksgiving Day
Christmas Day
Christmas Eve
New Years Eve

Operational flexibility professionalism urgency and calm communication are critical to success in this role and essential in the restoration industry.

Compensation

$2225 per hour based on experience and overall fit
Opportunities for growth as the company scales
Company-supported training and development
Fast-paced team-oriented environment with high standards and strong operational support

Compensation: $22.00 - $25.00 per hour

Since 1966 Paul Davis has been an industry leader in the areas of property damage mitigation reconstruction and remodeling. With more than 370 offices in our franchise network the company serves residential institutional and commercial customers and clients across the United States and Canada.

We have built our heritage one project at a time establishing a reputation for performance integrity and responsibility among customers and carriers alike. Whether property damage is caused by water fire smoke storms or other disasters we deliver on our promise to deliver excellence expertise and a customer experience that is second to none. At Paul Davis our passion for quality drives everything we do.

Our Vision:

To Provide Extraordinary Care While Serving People In Their Time Of Need.

Our Values:

Deliver What You Promise

Respect The Individual

Have Pride In What You Do

Practice Continuous Improvement

Our Mission:

To provide opportunities for great people to deliver Best in Class results

Required Experience:

Benefits:Competitive salaryFree uniformsOpportunity for advancementPaid time offTraining & developmentPAUL DAVIS RESTORATION OF DOWNRIVER DETROITOperations & Project CoordinatorReports ToOwner & Field Management TeamWorks Closely WithMitigation Managers Project Managers Reconstruction Team Contents ...