Position Overview

The Project / Program Coordinator serves as the central communication hub for insurance restoration projects and program-related claims. This position supports estimators, project managers, and upper management to ensure that all administrative, scheduling, and documentation processes are executed efficiently and accurately. The ideal candidate will have strong knowledge of insurance restoration workflows, experience with Third-Party Administrator (TPA) programs, and excellent organizational and communication skills.

Key Responsibilities

1. Program and TPA Coordination

• Manage and track all program-related assignments (Westhill, Alacrity, Contractor Connection, Sedgwick, etc.).
• Upload documents, estimates, and photos per program requirements.
• Maintain compliance with Service Level Agreements (SLAs) and turnaround times.
• Monitor program dashboards daily to ensure all active jobs meet status and update deadlines.
• Communicate professionally with adjusters, program reviewers, and homeowners regarding job status and documentation.
• Xactimate Knowledge and writing capabilities via Repairs 

2. Project Administration

• Create, organize, and maintain job files in the company CRM (Zoho / Dash / similar).
• Ensure all intake documentation (Work Authorization, W-9s, COIs, estimates, invoices, etc.) are completed and properly filed.
• Track job milestones — from estimate approval through job completion and final invoicing.
• Schedule and confirm inspections, trade walkthroughs, and project start dates.
• Support Project Managers in coordinating trades, subcontractors, and internal crews.
• Ensure all job notes, photos, and communications are updated in real time.

3. Communication & Client Relations

• Serve as the main administrative point of contact for homeowners during the project lifecycle.
• Send introduction emails, appointment confirmations, and project updates.
• Maintain professional, proactive communication to ensure client satisfaction and minimize delays.

4. Insurance Restoration Documentation

• Understand and manage documentation workflows for insurance carriers and TPA platforms.
• Assist estimators with supplement documentation and version control of estimates.
• Upload estimates, invoices, and certificates to insurance platforms and track approvals.
• Coordinate with mitigation and abatement teams to ensure complete job documentation before moving to rebuild.

5. Administrative Support & Reporting

• Generate daily and weekly progress reports for management review.
• Track open and pending estimates, supplements, and work authorizations.
• Support accounting by confirming completed projects and verifying documentation before invoicing.
• Maintain organized digital records for audits and compliance checks.