Construction Coordinator
12 days ago
Springfield
Job DescriptionBenefits: • 401(k), • 401(k) matching, • Dental insurance, • Health insurance, • Paid time off, • Training & development 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., • 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., • 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., • 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., • 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., • 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., • 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., • 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., • Full-time, MondayFriday, 8:00 a.m. 5:00 p.m.