Position Summary The Job File Coordinator manages the administrative flow of job files from initial intake through completion and final billing. This position coordinates documentation, customer communications, trade partners, insurance approvals, and file audit processing while ensuring deadlines and applicable SERVPRO national program requirements are met. This role requires accuracy, accountability, and proactive follow-through. The Job File Coordinator must know where each file stands, what is required, when it is due, and who is responsible for the next action. Final billing must be researched, accurate, fair, and supported by the job file. Essential Duties and Responsibilities Deadline Management and File Ownership Track job milestones, documentation deadlines, approval requests, audit responses, and submission requirements. Prioritize daily work to meet deadlines and keep files progressing. Follow up on outstanding items before they become overdue and track them through completion. Escalate delays, missing information, and unresolved issues promptly, allowing time for corrective action. Maintain current job status, assigned responsibilities, and next steps in company systems. SERVPRO National Program Compliance Monitor job files for compliance with applicable SERVPRO national program and carrier-specific requirements. Ensure required documentation, customer service touchpoints, approvals, and submissions are completed within established timeframes. Use program requirements and checklists to identify and resolve compliance gaps. Communicate applicable requirements and deadlines to responsible team members. File Audit Processing Review job files for accuracy, completeness, and audit readiness before submission. Prepare and submit files for required reviews and audits. Track audit status, review findings, and coordinate corrections with project managers and other responsible team members. Verify that corrections address audit findings and resubmit files within required deadlines. Follow through until outstanding audit items are resolved and document the outcome. Job Documentation and Record Management Create and maintain organized electronic job files. Collect and review customer information, signed authorizations, photographs, daily reports, equipment records, estimates, approvals, and supporting documents. Identify missing information or inconsistencies and work with the appropriate team members to resolve them. Maintain clear records of communications, decisions, scope changes, and approvals. Protect confidential customer, trade partner, and company information. Insurance and Key Stakeholder Communication Communicate professionally with insurance representatives, customers, property owners, trade partners, and other key stakeholders. Request, document, and track required approvals for estimates, scopes of work, supplements, and changes. Communicate approval status, outstanding questions, and next steps to the appropriate team members. Escalate unresolved approval issues or communication delays that may affect job progress. Customer Service Touchpoints Maintain customer contact at required program milestones and key stages of the job, from intake through completion. Provide timely updates, explain next steps, and follow up on questions or concerns. Document customer communications and ensure commitments are communicated to responsible team members. Promptly bring service concerns to management and follow up on resolution. Coordinate final customer satisfaction follow-up. Trade Partner Coordination Work with project managers to coordinate trade partner scheduling and confirm availability. Communicate approved scopes, job requirements, deadlines, and scheduling changes. Obtain required trade partner documentation and completion updates. Track outstanding items and communicate issues that may affect project timelines or file completion. Final Billing Review and Support Research and verify final billing to ensure it is accurate, fair, and supported by the job file. Confirm charges reflect work performed and align with approved scopes and documented changes. Review supporting records to identify missing documentation, inconsistencies, or billing discrepancies. Resolve discrepancies with project managers and accounting before invoices are finalized. Ensure required documentation, approvals, and applicable audit clearance are in place for timely billing. Process Improvement Help improve file checklists, tracking processes, and administrative workflows. Identify recurring documentation, audit, or communication issues and recommend practical improvements. Required Skills and Qualifications Proficiency with Microsoft 365, Adobe Acrobat, and basic computer skills, including email, data entry, and electronic file management. Strong organizational skills and attention to detail. Ability to manage multiple active files, competing priorities, and firm deadlines. Clear, professional written and verbal communication. Ability to follow detailed program requirements and identify missing or inconsistent information. Persistent, professional follow-through and confidence holding others accountable for required information. Sound judgment in identifying issues that require management involvement. Dependability, teamwork, and ownership of assigned responsibilities. Preferred Experience Experience with Xactimate, QuickBooks, Docusign, and related restoration or construction industry software is preferred but not required. Experience in job file coordination, restoration administration, insurance claims support, construction administration, or a related role is preferred. SERVPRO experience, particularly with national programs and file audit processing, is strongly preferred. Experience managing documentation deadlines, audit corrections, trade partner coordination, insurance approvals, and billing review is preferred. Performance Expectations Deadlines are met, and potential delays are identified and escalated early. Files are accurate, complete, and compliant with applicable program requirements. Audits are processed promptly, corrections are completed on time, and findings are tracked through resolution. Customer touchpoints, stakeholder communications, and approvals are completed and documented. Trade partners and internal teams understand outstanding requirements and due dates. Final billing is researched, accurate, fair, and fully supported by the file. Completed files move promptly through administrative closeout and billing. This position is with Cottrill Services LLC, an independently owned and operated SERVPRO franchise.

Pay:

$24.89 - $29.98 per hour Expected hours: 40.0 - 50.0 per week

Benefits:

401(k) matching Dental insurance Employee assistance program Flexible spending account Health insurance Health savings account Life insurance Paid time off Vision insurance

Experience:

Administrative:

2 years (Required) Ability to

Commute:

Lewis Center, OH 43035 (Required)

Work Location:

In person