File Coordinator
Job Position: File Coordinator
Location: Ringwood, IL 60072
Pay Rate: $18.00/hr
Shift: 1st shift, Mon-Fri, 8:00 a.m. to 4:30 p.m.
Description:
The Project File Coordinator serves as the central operational link between property owners, insurance adjusters, and field teams. This role manages the full lifecycle of project files—from initial emergency response intake through final job closure and billing. The ideal candidate thrives in a high-volume, fast-paced environment, combining exceptional customer service with meticulous attention to detail to ensure files comply with franchise and insurance carrier guidelines.
File Coordinator Duties and Responsibilities
Create, update, and manage active job files in ERP software (DryBook, DASH) and industry estimation tools (Xactimate).
Audit job files daily to ensure complete, compliant, and accurate documentation (e.g., psychrometric logs, work authorizations, moisture readings, cause of loss photos).
Prepare and submit preliminary estimates, scope updates, and final billing packets to insurance adjusters and third-party administrators (TPAs) via portals such as XactAnalysis or Symbility.
Track Work-in-Progress (WIP) and monitor project milestones to prevent billing delays.
Serve as the primary point of contact for property owners during mitigation and restoration efforts.
Provide clear, empathetic updates regarding daily crew schedules, scope changes, and project timelines.
Coordinate directly with insurance adjusters, property managers, and subcontractors to
Intake emergency service calls, collecting critical loss data to assist Dispatch and Production Managers.
Support Project Managers with scheduling inspections, monitoring equipment tracking, and maintaining subcontractor files.
Collaborate with accounting to resolve billing discrepancies and assist with collections documentation.
File Coordinator Qualifications and Requirements
Education: High School Diploma or GED required; Associate degree preferred.
Experience: 1–3+ years of experience in office administration, customer service, or project coordination.
Technical Skills: Proficiency in Microsoft Office (Word, Excel, Outlook) and comfortable learning proprietary web applications.
Soft Skills: Outstanding verbal/written communication, problem-solving under pressure, and strong organizational habits.
