Reconstruction Project Coordinator - Construction Operations at SERVPRO of Vacaville / Dixon in DE-Bear-19701

Job description

• Help Keep Reconstruction Projects Organized, Accountable, and Moving Forward.
• SERVPRO of Bear, New Castle, and Upper Darby is seeking an experienced, highly organized Reconstruction Project Coordinator to join our Reconstruction Department.
• This is much more than a traditional administrative position.
• You'll work closely with our Reconstruction Project Managers, customers, subcontractors, vendors, suppliers, and office team to help manage projects from authorization through completion and final billing.
• From coordinating schedules and ordering materials to sourcing subcontractors, maintaining job files, tracking budgets, supporting estimating and billing, and keeping outstanding action items moving—you'll play an important role in keeping our reconstruction projects organized, efficient, and on schedule.
• Previous construction, restoration, property management, contracting, or service-industry experience is highly preferred, and compensation will be based in part on relevant experience, knowledge, and capabilities.
• The Reconstruction Project Coordinator owns much of the administrative and operational coordination behind our reconstruction projects.
• Working in partnership with our Project Managers and field teams, this person is responsible for helping ensure schedules, materials, subcontractors, documentation, budgets, billing requirements, customer communication, and outstanding action items are actively managed and moving forward.
• This is not a passive administrative role.
• We're looking for someone who identifies what needs to happen next, follows up without being reminded, solves problems, and helps hold projects and the people involved accountable to commitments and deadlines.
• Keep projects organized. Keep schedules moving. Keep information accurate. Keep customers informed. And help our Project Managers successfully move jobs from authorization through completion and payment.
• This position requires someone who can see the bigger picture while still managing the details.

Responsibilities

• Project & File Management
• Help coordinate reconstruction projects from authorization through final completion and billing.
• Create, organize, maintain, and audit project files.
• Ensure contracts, authorizations, estimates, selections, change orders, photos, invoices, subcontractor documentation, and other required records are properly maintained.
• Track outstanding project requirements and follow up until they are completed.
• Maintain accurate and current project information within company systems.
• Identify missing information or incomplete requirements before they create project delays.
• Assist Project Managers with administrative and operational responsibilities throughout the life of each project.
• Help move projects forward rather than simply documenting what has already occurred.
• Scheduling & Accountability
• Maintain and actively assist with reconstruction project schedules.
• Coordinate schedules between Project Managers, customers, subcontractors, vendors, suppliers, and internal team members.
• Track upcoming project milestones, deadlines, and commitments.
• Identify potential delays and communicate them before they become larger problems.
• Follow up on commitments, materials, selections, subcontractors, customer decisions, and other items that could prevent projects from moving forward.
• Help maintain accountability systems so outstanding tasks do not get lost or forgotten.
• Follow through with responsible parties until required action items are completed.
• Communicate scheduling changes quickly and professionally.
• Help ensure our team delivers on the commitments we make to customers.
• Materials, Vendors & Subcontractors
• Source materials, vendors, suppliers, and subcontractors as needed.
• Request and compare pricing, availability, and lead times.
• Order approved materials and track orders through delivery.
• Confirm required materials are available before scheduled work begins.
• Coordinate subcontractor scheduling with Project Managers.
• Track subcontractor commitments, schedules, time, labor, documentation, invoices, and project status.
• Follow up when subcontractors or vendors are not meeting agreed-upon schedules or requirements.
• Help ensure subcontractors and vendors provide required documentation before payment.
• Maintain organized vendor, supplier, and subcontractor information.
• Assist in developing and maintaining strong relationships with reliable trade partners and suppliers.
• Budgeting, Estimating & Billing Support
• Assist Project Managers with project budgets and cost tracking.
• Help monitor labor, materials, subcontractor costs, and other project expenses.
• Assist with estimating and estimate documentation.
• Help identify changes in scope that may require additional documentation, estimates, or change orders.
• Track approved and pending change orders.
• Review project files for completeness before billing.
• Assist with invoice preparation and billing documentation.
• Coordinate with Accounting and Accounts Receivable when project or billing information is needed.
• Help ensure completed work is accurately documented so the company can properly bill for the work performed.
• Assist with maintaining accurate financial information throughout the project rather than waiting until project completion.
• Customer & Team Communication
• Provide professional telephone and administrative support.
• Communicate with customers regarding schedules, selections, project information, and other administrative needs.
• Assist Project Managers with customer follow-up and ongoing communication.
• Communicate with vendors, subcontractors, suppliers, insurance representatives, and other project stakeholders.
• Help ensure important communication is documented and reaches the appropriate team member.
• Proactively follow up when information or decisions are needed to keep projects moving.
• Assist the office and other departments when needed to support our customers and team.

Requirements

• We're looking for someone with strong organizational ability who isn't afraid to take ownership, follow up, and hold themselves and others accountable.
• Construction administration or project coordination
• Restoration or insurance-related construction
• General contracting
• Property management
• HVAC, plumbing, electrical, roofing, or other service trades
• Scheduling or dispatch
• Vendor and subcontractor coordination
• Materials purchasing or procurement
• Estimating or billing
• Project budgeting or job-cost tracking
• Customer service within a construction or service environment
• Previous construction or service-related experience is highly preferred and will be considered when determining compensation.
• Two or more years of project coordination, construction administration, office operations, customer service, or related experience preferred.
• Strong organizational and time-management skills.
• Ability to manage multiple active projects and priorities simultaneously.
• Strong attention to detail and follow-through.
• Excellent written and verbal communication skills.
• Professional telephone and customer-service skills.
• Strong computer skills, including Microsoft Outlook, Word, and Excel.
• Comfortable learning construction and restoration software.
• Ability to work independently while supporting Project Managers and the broader team.
• Comfortable following up with others and maintaining accountability to schedules, commitments, and documentation requirements.
• Ability to adapt quickly when schedules and priorities change.
• Strong problem-solving skills and willingness to take initiative.

Skills

Required

• Do what they say they're going to do.
• Follow up until an issue is resolved.
• Look for solutions instead of excuses.
• Microsoft Outlook
• Microsoft Word
• Microsoft Excel

Benefits

• Profit sharing
• Training & development
• 401(k)
• 401(k) matching
• Competitive salary
• Competitive compensation based on experience and relevant construction/service-industry knowledge
• 401(k) Retirement Plan
• Profit Sharing
• Cash Balance Pension Plan
• Paid vacation and holidays
• Ongoing training and professional development
• Opportunities for advancement and increased responsibility
• Stable, year-round employment with a growing, locally owned business
• Health Insurance Marketplace guidance and resources to help team members explore coverage options based on their individual circumstances