Benefits:

Company shirts

Medical, Dental & Vision Benefits

Short-term disability

Health insurance

Paid time off

Competitive salary

Opportunity for advancement

Parental leave

Training & development

Wellness resources

401(k)

401(k) matching

Are you driven to serve others and deliver exceptional results? Do you excel as both an independent contributor and a collaborative team member? Are you energized by a fast-paced environment where urgency and accuracy matter? If you have a keen eye for detail and pride yourself on high-quality work, we invite you to become part of our outstanding team.

Join the Paul Davis Team!

$20.00 - $22.00 per hour

Administrative Coordinator

Our Administrative Coordinators support our Sales, Emergency Services (Mitigation) and Reconstruction Departments. This role is essential to keeping our teams organized, aligned and on schedule. The Coordinator serves as a dependable liaison across departments and provides high-level administrative support to ensure seamless project execution.

RESPONSIBILITES: Administrative & Office Support

Provide administrative assistance to the Mitigation Manager, Reconstruction Production Manager or Project Director as needed

Answer, screen and route incoming calls on office and mobile lines

Prepare, organize and maintain job and project files

Perform general office duties including filing, document preparation and data entry

Ensure the office environment is organized, clean and well-maintained to support a productive workspace

Operate office equipment such as computers, printers and phone systems

Client & Vendor Communication

Serve as primary point of contact for clients, customers and vendors

Conduct intake for new losses and ensure accurate documentation

Communicate job updates and project details to clients and internal team members

Liaise with clients to clarify job scope, expectations and progresss

Project & Job Coordination

Enter and maintain job notes within all operating systems

Create new jobs and project entries and ensure all required information is complete

Track job progress to verify timelines, milestones, and compliance deadlines are met

Coordinate schedules, resources, equipment and labor for ongoing jobs and projects

Support Project Managers with job updates, documentation and task follow-up

Compliance & System Management

Complete compliance tasks within RMS and other primary program

Run reports in RMS and assist with data accuracy and workflow updates

Ensure project documentation meets company standards and industry compliance requirements

Financial & Billing Support

Prepare and send invoices for jobs and projects

Conduct collections calls in support of the Accounts Receivable Department

Assist with financial documentation and accuracy of billing records

Additional Duties

Provide cross-departmental support as required

Perform other administrative and office duties as assigned

Competency – Knowledge, Skills and Abilities:

Proficient in Microsoft Office suite (Outlook, Word, Excel)

Strong customer service, verbal and written communication skills

Skilled in typing and general administrative support

Ability to learn and efficiently use operational systems, including RMS, Xactimate, Luxor, Contractor Connection, ADP, Sage, SharePoint, and OneDrive

Competence in producing professional documents, reports and invoices

Professional and courteous phone communication

Proficient in operating office equipment (computers, printers, phone system)

Ability to work independently and manage multiple priorities in a fast-paced environment

Strong stress management skills and the ability to remain composed under pressure

Commitment to maintaining confidentiality

Required Education and Experience:

High School Diploma or GED required

Customer Service experience

2+ years experience in an administrative position

Make an impact now: Since 1966, Paul Davis has been serving people on some of their most challenging days. We are a customer-, employee- and client-focused company committed to delivering exceptional service. Our passion for helping communities rebuild has made us an indispensable partner for decades.

WE ARE PAUL DAVIS!

Reasonable Accommodation for Disability:

Any applicant or employee, who believes that a reasonable accommodation is required for purposes of federal or state disability law is required to contact Human Resources to begin the interactive exchange process.

Disclaimer:

Paul Davis Restoration is an equal opportunity employer. Paul Davis Restoration provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal or local law.