Job File Coordinator

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0 7200 Hwy 14 East, Rochester, MN 55904 $40,000 - $80,000 a year - Full-time Apply with Indeed Summary The primary responsibility of the Job File Coordinator is to support the job file from lead conversion through upload, audit, billing, and closeout. The Job File Coordinator works closely with production, office administration, accounting, and management to maintain accurate work-in-progress information, support timely documentation, coordinate required communication, and help ensure the file is complete enough for client or program review and invoicing. Primary Responsibilities

• Monitor job file status daily to help keep documentation, work-in-progress information, and file cycle time accurate.
• Review initial service documentation and identify missing information that may affect upload, billing, audit, or collections activities.
• Communicate with production crews to resolve documentation issues while job details are still current.
• Determine or verify the applicable billing path and confirm related client, program, or assignment requirements are being followed.
• Create or coordinate additional service leads when the job file indicates other services may be needed.
• Review scopes and estimates against available documentation to help ensure services, quantities, approvals, and client requirements are accurately reflected.
• Maintain the Work in Progress board and support daily scheduling or work order coordination based on job priorities and next-visit needs.
• Maintain internal and external communication with customers, clients, adjusters, production, accounting, and management, and document key updates in the job file.
• Review time stamps, correspondence, forms, photos, readings, equipment updates, and financial updates to support accurate reporting and file administration.
• Complete ongoing and final file reviews to confirm the file is ready for billing, upload, self-audit, and project completion.
• Support invoice creation, file upload, audit resolution, A/R follow-up, administrative compliance, and closeout activities; assist other departments as needed. Education and Experience Requirements
• High school diploma/GED is required.
• Previous office, job file coordination, estimating, or administrative experience required.
• Exceptional customer service skills, strong administrative abilities, and excellent verbal and written communication skills required.
• Proficiency in using digital tools and technologies needed to complete job file related tasks efficiently.
• Experience in the restoration, construction, insurance, or claims administration industry is a must.

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 varying between 7:00 a.m. and 5:00 p.m., Monday-Friday. This position may require longer hours and some flexibility in hours may be needed depending upon business needs.

Pay:

$40,000.00 - $80,000.00 per year

Benefits:

Paid time off

Work Location:

In person