Job File Coordinator II

Position Summary The primary objective of the Job File Coordinator II is to ensure each mitigation job file is complete, accurate, properly documented, and ready to be presented to the Mitigation Estimatics Team for estimating. This role is responsible for preparing and maintaining estimating-ready mitigation files, coordinating required information with Production and other internal teams, communicating with insurance carriers and program administrators, completing required uploads and submissions, and ensuring jobs progress through each stage of the project lifecycle in accordance with Company, client, insurance, and program requirements. The JFC II is accountable for ensuring that the Mitigation Estimatics Team receives a complete, clean, accurate, and organized file containing the information and documentation necessary to prepare the mitigation estimate. The JFC II is responsible for the completeness and quality of the job file but is not responsible for preparing the mitigation estimate itself. Primary Responsibilities Estimatics Handoff and File Readiness

• Prepare and maintain a complete, estimating-ready mitigation job file for submission to the Mitigation Estimatics Team.
• Ensure all required documentation, photographs, scopes, notes, signatures, forms, equipment information, job data, and supporting materials are present, accurate, and properly organized.
• Perform a final file-readiness review prior to submission to the Mitigation Estimatics Team.
• Proactively obtain missing or incomplete information from Production, Project Managers, customers, insurance representatives, or other responsible parties.
• Identify and resolve missing documentation or job-file deficiencies as early as possible so incomplete files do not delay estimating, invoicing, or collection.
• Serve as the administrative point of coordination between Production and the Mitigation Estimatics Team regarding missing documentation, file questions, required corrections, and additional information needed to complete the estimate.

Insurance and Program Coordination

• Communicate with insurance companies, third-party administrators, program administrators, customers, vendors, and internal team members regarding job status, documentation, requirements, and outstanding items.
• Review insurance and program requirements and ensure job files comply with applicable requirements.
• Monitor insurance and program portals for requests, updates, approvals, rejections, and other action items.
• Follow up on outstanding insurance company, program, customer, and internal requirements to keep jobs moving forward.
• Ensure client, insurance, and program requirements are properly documented and followed.

Job File Management

• Review new job files to ensure required information and documentation are complete and accurate.
• Enter, update, and maintain job information in DASH, Work Center, and other internal systems.
• Manage job files from intake through completion, ensuring required tasks and documentation are completed timely.
• Track jobs through the various stages of production, documentation, approval, completion, and invoicing.
• Maintain accurate and detailed work-in-progress tracking for all assigned projects.
• Review job file documentation, timestamps, notes, photographs, estimates, and related data for accuracy and completeness.
• Communicate with Production crews and internal teams to obtain missing documentation, photographs, signatures, updates, and other required information.
• Monitor and follow up on outstanding items to minimize delays in job completion, billing, and payment.

Closeout, Billing, and Quality Control

• Coordinate job close-out activities and ensure all required documentation is completed before files are submitted for invoicing.
• Work closely with Accounting to ensure completed files contain the documentation necessary for accurate and timely invoicing.
• Assist with Accounts Receivable activities, including invoice follow-up, payment tracking, and resolving documentation issues that may delay payment.
• Perform internal audits of assigned job files and identify and correct missing, incomplete, or inaccurate documentation.
• Review and maintain accurate reporting and KPI-related information.
• Assist with escalated customer, insurance, or program-related file issues as needed.

Communication and Team Support

• Participate in leadership meetings to review active jobs, discuss job status and outstanding items, and address issues or action items requiring follow-up.
• Assist with training and supporting Job File Coordinator I employees as directed by management.
• Assist other departments with administrative tasks as needed.
• Perform other duties and responsibilities as assigned by management based on the needs of the Company.

On-Call Responsibilities Participate in the Company’s on-call rotation for one full week per assigned on-call cycle, beginning Monday and continuing through Sunday. During the assigned on-call week, the Job File Coordinator II is expected to remain available and responsive to after-hours calls, new losses, emergency job intake, job-file requirements, and other responsibilities as required. After-Hours Job Intake Responsibilities

During the assigned on-call week, responsibilities include:

• Answer and handle incoming loss calls.
• Obtain complete initial customer and loss information.
• Create the job in the appropriate systems.
• Accurately document calls, notes, timestamps, and information received.
• Communicate new losses to the appropriate Production and management personnel.
• Ensure the next-business-day team receives a complete and accurate handoff.
• Follow up on any job-file requirements necessary to ensure the new loss can progress appropriately.

Education and Experience Requirements

• High school diploma or GED required.
• Previous experience in job coordination, insurance coordination, restoration administration, customer service, or a related field preferred.
• Experience working with insurance companies, third-party administrators, or insurance program requirements preferred.
• Strong organizational, administrative, verbal, and written communication skills.
• Strong attention to detail and ability to identify discrepancies or missing documentation.
• Ability to manage multiple active job files and competing priorities in a fast-paced environment.
• Ability to independently follow jobs through multiple stages and proactively identify outstanding items.
• Proficiency with digital tools and software systems, including DASH, Work Center, Drybook, DocuSketch, and Microsoft Office preferred.
• Xactanalysis/Xactimate knowledge or experience is a plus.
• Strong problem-solving and follow-up skills.
• Reliable and flexible, with the ability to remain responsive and available as business needs and emergency situations arise.
• Ability to participate in on-call rotations.
• Previous experience in the restoration, construction, or insurance industry preferred.
• Bilingual English/Spanish communication skills are a plus.

Physical and Work Environment Requirements This position is primarily sedentary and operates in an office environment. Some filing and light lifting may be required, including opening filing cabinets, bending, and standing.