Job File Coordinator

Job File Coordinator

The primary responsibility of the Job File Coordinator is to monitor incoming leads from conversion to active job status through completion of work and customer invoicing. The Job File Coordinator will work closely with Production to maintain an accurate work-in-progress board and audit daily documentation for all job files. The Job File Coordinator will also review the scope, estimate, and job file documentation to ensure all program requirements are met and all work performed is accurately invoiced.

Primary responsibilities include :

• Monitor job file status to ensure accuracy in all job file documentation daily.
• Communicate daily with Production crews to ensure all required documentation is captured on site at point of task.
• Maintain an accurate Work in Progress board for all active leads / projects.
• Monitor and ensure all client requirements are followed.
• Maintain internal and external communications with all stakeholders.
• Review timestamps and other datapoints to reflect accurate reporting / KPMs.
• Complete and review job file documentation for final upload and the audit process.
• Perform internal audit of all projects to ensure estimate captures all work performed.
• Perform all job close-out activities, including coordination with accounting team to ensure proper invoicing.
• Assist other departments, as needed.

Education and experience requirements include :

Physical and work environment requirements include :

This is a largely sedentary role in an office environment. However, some filing may be required. This could require the ability to lift files, open filing cabinets, and bend or stand on a step stool as necessary.

Normal working hours, additional working hours, and travel requirements include :

This is a full-time position, working hours varying between 7 : 00 a.m. and 5 : 00 p.m., MondayFriday. This position may require longer hours and some flexibility in hours may be needed depending upon business needs. Traveling to sister facilities or HQ for training is possible. All travel needs are discussed and confirmed in advance.