Project Coordinator - Remediation/restoration

Project Coordinator / Office Manager — Job Description Full time, salaried, exempt position Position Overview The Project Coordinator/Office Manager is the nerve center of the organization — the central point of contact who keeps jobs, paperwork, vendors, and people moving. This role runs the day\-to\-day office operations of the restoration and rebuild business, serves as the primary customer liaison for scheduling and status updates, owns customer\-facing billing and collections, works directly with program vendors to keep us in compliance, and proactively follows up (diplomatically “nags”) with Sales, Estimating, the Project Manager, and subcontractors to make sure nothing falls through the cracks. This is not a construction/technical role — it is the person who makes sure every job file is complete, every signature is captured, every invoice goes out and gets paid, every vendor requirement is met, and every customer feels informed. How We Work We're a flat, transparent organization. We don't believe hierarchy and “bosses” get the best outcomes — this isn't a place where decisions get made behind closed doors and then handed down. We work collaboratively and make decisions in the open. We each have our “lane,” but we operate with a 100% accountability mindset — everyone is empowered to jump in, ask questions, and help resolve a problem, not just wait for it to land on the “right” desk. That takes support and cross\-training across roles, and we invest in both, because the best outcomes come from people who understand more than just their own piece of the puzzle. We also invest in our people more broadly — helping the team grow, in their role and beyond it, is part of how we operate. We want people to genuinely like coming to work here — to know they're making a real difference and that they're a valued, important part of the team, not just filling a seat. Major Tasks and Responsibilities Customer Communication \& Liaison: Serves as the customer’s main point of contact for scheduling, status, and general questions throughout the remediation and rebuild. Makes sure that the weekly status update emails are sent to customers and GCs, using job\-status information gathered from the Project Manager. Job File Management: Keeps each job’s file complete and current in the company app — chasing down missing photos, checklists, signatures, and approvals from the PM, Estimator, and subs as needed. Signatures \& Approvals: Captures and tracks e\-signatures for Work Authorizations, Change Order homeowner approvals, and follows up until missing signatures or approvals are obtained. Billing \& Collections\-restoration: Owns customer\-facing communication at the start of a remediation getting them off on the right foot – understanding how remediation works, answering questions and helping them be prepared. Billing \& Collections\-rebuild: Owns customer\-facing billing: collects job deposits, tracks Change Order deposit payments, sends invoices to customers/insurance, follows up on outstanding payments, and escalates delinquent accounts through the collections process. Vendor Relations \& Compliance: Serves as the main point of contact with program vendors, and makes sure the organization stays compliant with vendor and program requirements — documentation, certifications, and reporting. Draw Schedule \& Estimate Tracking: Maintains draw schedule records in the app and tracks the status of estimates, Supplements, and Change Orders through the approval pipeline, flagging stalled items to the right person. Coordinates with Project Manager to make sure that we are not getting ahead of payments in our work. Cross\-Team Follow\-Up: Proactively follows up with Sales, Estimating, the Project Manager, and subs to keep jobs moving — the person responsible for noticing when something is stuck and getting it unstuck. Accounts receivable: Helps with collections. Office Administration: Manages day\-to\-day office operations — phones, filing, supplies, scheduling, and general administrative support for the team. Onboarding/Compliance Support: Supports subcontractor onboarding paperwork (licensing/insurance document collection) and other administrative compliance tasks as directed. Temporary workers: Helps coordinate safety training completion and timesheet completion for temps. A Role in Motion We've built proprietary software that already automates a good portion of what this role has traditionally involved, and we're not done — our approach is to continually rethink any process that creates friction or extra work, rather than just live with it. We're looking for someone who's genuinely open to doing things differently: comfortable with change, curious about better ways to run the office, and interested in helping design the next version of this role rather than just executing the current one. This position will work closely with the President, Technology/Operations Manager, the CFO, and the field teams. Virtually all this information is electronically stored, so excellent follow up and computer skills are needed. Major Skills and Competencies Organization \& Follow\-Through: Exceptional at tracking many open items across many jobs simultaneously and following up until they are closed. Proactive Communication \& Collaboration: Comfortable initiating contact and persistently following up with customers, subs, and coworkers without being asked. Gets along easily with people across the organization and builds trust quickly. Customer Service: Warm, clear, and professional with customers, especially those navigating an insurance claim and rebuild process. Documentation: Excellent, precise documentation habits — catches missing signatures, incomplete files, and billing discrepancies before they become problems, and keeps records genuinely usable by the rest of the team. Discretion with Money: Trustworthy handling deposits, invoices, and collections conversations. Multitasking Under Interruption: Able to juggle phone calls, walk\-ins, and administrative work without losing track of priorities. Tech Comfort: Comfortable working in the company’s job management app, spreadsheets, and standard office software. Growth Opportunity This role is the nerve center of the organization, and as the business grows, so does the opportunity here. The clear growth path for this position is to build and lead a team — as job volume increases, this person will be positioned to hire, train, and manage additional coordinators/admin support underneath them. Physical Job Requirements Primarily sedentary office work; must be able to sit/stand at a desk and use a computer/phone for extended periods. Must be able to occasionally lift office supplies/files (up to approximately 20 pounds). Must be able to go to work sites on occasion to talk with customers. Environmental Job Requirements Work is performed primarily in an office setting during standard business hours. This job can also be performed virtually during the week. Occasional local travel may be required (e.g., dropping off documents, attending a walk\-through). This is a smoke\- and tobacco\-free workplace. Minimum Requirements Valid driver’s license, for occasional local travel. No prior serious/relevant criminal convictions. Clean driving record. Valid work authorization. Neat, professional appearance and demeanor for customer\-facing interactions. Preferred Qualifications Prior experience as an office coordinator, project coordinator, or office manager, ideally in construction, restoration, or insurance\-related industries. Experience with billing/collections or accounts\-receivable follow\-up. Familiarity with job management software/apps and basic accounting concepts (invoicing, deposits, reconciliation). Pay: $45,000\.00 \- $65,000\.00 per year Benefits: Dental insurance Health insurance Paid time off Work Location: Hybrid remote in Tucker, GA 30084