Job File Coordinator

Location: Wilmington, DE

Salary: $22-$25/hrBenefits: Health Insurance + Simple IRA

Requirements: Office Administration + Customer Service + Compliance + Documentation

Company Overview: We are an established disaster restoration company serving the Wilmington, DE community. We restore homes and businesses after storms and unexpected water, fire or mold issues. We are currently in search of a Job File Coordinator to act as the administrative and organizational hub for projects, ensuring all job-related documentation is accurate, complete and meets program requirements.

Position Overview: We are seeking a detail-oriented Job File Coordinator to manage incoming leads from intake through job completion and invoicing while maintaining accurate job file documentation and administrative support throughout the project lifecycle.

Key Responsibilities: Serve as primary point of contact for customers and internal teams regarding job file status, questions, and updates, ensuring timely, courteous communication. Create, organize, and maintain comprehensive job files and documentation, including contracts, scopes of work, photos, invoices, change orders, and insurance paperwork. Monitor job workflow and task progress, coordinating with project managers, field crews, vendors, and insurers to ensure milestones are met and paperwork is complete. Ensure all job files comply with company policies, contractual requirements, and regulatory standards; flag and escalate compliance issues promptly. Perform general office administration tasks such as data entry, filing, scanning, scheduling, and generating routine reports to support operations. Assist preparing estimates, invoices, and documentation for insurance claims and client billing as needed, maintaining accuracy and auditability. Track and resolve documentation discrepancies and open items, following up with stakeholders to close outstanding tasks and maintain clean files. Participate in process improvement initiatives to streamline file handling, reduce errors, and improve customer satisfaction.

Qualifications: Proven experience in customer service, office administration, or a related role with a strong focus on documentation and coordination. Proven knowledge of compliance requirements and experience maintaining accurate, audit-ready files. Excellent written and verbal communication skills with strong customer-service orientation and ability to manage multiple stakeholders. Highly organized with strong attention to detail, time management skills, and the ability to prioritize competing tasks. Comfortable learning job- or claims-management software and document management systems.

Nice to have: experience with job file documentation and job workflow coordination, familiarity with estimating practices, and previous exposure to disaster restoration or insurance claims handling.