Construction Coordinator

Job Description

Job Description

Benefits :

401(k)

401(k) matching

Dental insurance

Health insurance

Paid time off

Training & development

Vision insurance

Position Summary

The Construction Coordinator provides centralized administrative oversight and compliance management for SERVPRO Construction and insurance-program reconstruction projects from assignment through completion. This role ensures documentation integrity, milestone accuracy, and audit readiness across all program platforms, including XactAnalysis, Contractor Connection-JobTrack, WorkCenter, XactAnalysis estimate approval channels, and DASH construction management software. Working in direct support of the Construction Manager, this position partners closely with Project Managers, Lead Estimator, insurance carriers / adjusters, customers, subcontractors, and internal leadership to maintain strict adherence to SERVPROs quality standards, contractual obligations, program KPIs, regulatory compliance, and customer expectations.

Key Responsibilities

Program & Project Coordination

• Administer all insurance-managed and SERVPRO program reconstruction assignments through XactAnalysis, Contractor Connection-JobTrack, WorkCenter, and DASH.
• Perform daily intake review of new assignments, validate data accuracy, confirm scope clarity, and ensure correct project routing and ownership.
• Maintain real-time tracking, documentation, and reporting of project status, delays, and milestone completions.
• Enter and maintain progress notes in all applicable systems, including schedule updates, material lead times, selection decisions, approvals, and installation timelines.
• Identify and document pre-project or active project delays and initiate POMS Exception Requests when required via Contractor Connection.
• Coordinate with Project Managers to validate timeline expectations, milestone confirmations, material needs, customer selections, and compliance alignment.
• Maintain structured and documented communication with customers, insurance carriers, Contractor Connection, SERVPRO corporate partners, and internal stakeholders to reinforce program expectations and standards.

Administrative & Communication Leadership

• Serve as the primary administrative point of coordination between field leadership, internal departments, insurance programs, subcontractors, and customers.
• Manage all written communication with professionalism, clarity, urgency, and documentation discipline via email and system-logged correspondence.
• Support scheduling, material procurement, selections, subcontractor coordination, customer communication, and administrative needs as assigned by Project Managers or the Construction Manager.
• Coordinate customer material selections, approvals, and decision timelines to prevent schedule impact.
• Initiate purchase orders, subcontractor work orders, and material requisitions as directed, ensuring budget and scope alignment
• Support customer satisfaction and ensure communication timelines align with program standards.

File, Data & Audit Governance

• Upload, organize, and classify all required project documentation, approvals, photos, and compliance artifacts in DASH and supporting program platforms under proper project folders and categories.
• Perform pre-submission file audits to ensure all reconstruction job files meet Servpro corporate and insurance-program audit standards.
• Maintain, reconcile, and validate Excel-based tracking logs for assignments, approvals, exceptions, milestone completions, payment timelines, and compliance activity.
• Ensure milestone alignment and synchronization across DASH, WorkCenter, and all program platforms to maintain data integrity.
• Validate estimate approval documentation via verbal confirmation and written record daily.

Technology & Platform Accountability

• XactAnalysis : Monitor assignments, verify estimate approvals, enter communication notes, update project statuses, and confirm workflow accuracy.
• Contractor Connection / JobTrack : Review compliance reporting, update milestones, document delay causation, and track progress indicators.
• WorkCenter : Perform self-audits, update job snapshots, ensure milestone accuracy, and maintain consistent timestamps with DASH.
• DASH : Maintain project records, assign tasks, update scheduling milestones, track material and subcontractor coordination, document approvals, and ensure cross-platform data consistency.

Subcontractor & Vendor Coordination

• Support subcontractor onboarding, W9 / COI compliance, documentation requirements, schedule coordination, and program performance tracking.
• Validate vendor compliance documentation, approvals, and schedule commitments to protect program KPIs.
• Assist Project Managers with vendor communication, scope clarifications, scheduling confirmations, and documentation collection.

Daily Operations

• Start each day reviewing Contractor Connection JobTrack Compliance Reports and XactAnalysis dashboards.
• Update all active assignments with new progress notes, verified milestones, approvals, and compliance records.
• Engage Project Managers for outstanding selections, approvals, milestone confirmations, or file updates.
• Maintain audit-ready documentation, logs, approvals, and timestamps at all times.
• Perform and document daily estimate approval follow-ups via verbal confirmation and written record.
• Ensure estimate approvals are logged daily in DASH and supporting platforms.
• Monitor project escalation flags, and documentation gaps, notifying leadership of risks impacting compliance or schedule.
• Assist with materials lead-time tracking and proactively coordinate updates to prevent milestone or agreement failure.
• Support customer communication to ensure responsiveness aligns with executive-level service expectations and program standards.
• Validate subcontractor schedule commitments and insurance compliance documentation to mitigate program KPI impact.
• Support change-order documentation and approval tracking as assigned by Project Managers or the Construction Manager.
• Assist in department operational improvements including template creation, milestone standards, compliance workflows, and administrative process enhancements.

Skills & Competencies

• Advanced organizational and administrative discipline with uncompromising attention to detail.
• Ability to manage high-volume, multi-system reconstruction assignments in a deadline-driven environment.
• Executive-level written and verbal communication skills with a structured, professional, and urgent delivery style.
• Proficiency in Microsoft Excel, Outlook, XactAnalysis, Contractor Connection-JobTrack, WorkCenter, and DASH.
• Strong comprehension of construction sequencing, reconstruction documentation, insurance program compliance, program KPIs, and audit standards.

Performance Expectations

• Maintain strict compliance with SERVPRO corporate standards and Contractor Connection program requirements.
• Ensure all project milestones, documentation, logs, approvals, and communication records are accurate, current, and audit-ready.
• Complete daily and weekly compliance reviews and resolve all alerts or documentation gaps promptly.
• Demonstrate professionalism, reliability, proactive ownership, and cross-functional collaboration.
• Escalate compliance, scheduling, or documentation risks early to preserve program standards and customer satisfaction.

Education & Experience

• High school diploma or GED required; associate or bachelors degree in Business, Construction Management, or related field preferred.
• Experience in construction administration, construction coordination, or insurance-managed repair programs strongly preferred.
• Familiarity with SERVPRO and insurance-program platforms including XactAnalysis, Contractor Connection, and WorkCenter.
• High computer literacy with ability to rapidly learn and operate new software platforms.

Personal Attributes

• Organized : Maintains structured data, communication, and file discipline.
• Detail-Oriented : Ensures accuracy across milestones, compliance, logs, and approvals.
• Collaborative : Works effectively across internal teams and external partners.
• Dependable : Demonstrates accountability and consistency in execution.
• Professional : Communicates clearly, confidently, and with composure.

Physical & Work Environment

• Primarily office-based.
• Frequent computer and phone use for documentation, approvals, scheduling, and partner communication.
• Ability to sit, stand, or walk for extended periods and lift up to 25 lbs as needed.
• Regular review of construction documentation, photos, compliance records, and program data.

Schedule & Travel

• Full-time, MondayFriday, 8 : 00 a.m. 5 : 00 p.m.
• Occasional approved extended hours may be required to meet program deadlines.

Reports to the office daily; no routine travel required.