Restoration Job File Coordinator

Job Description

Job Description

Project File Coordinator

OCI Restoration – Raleigh, NC

Pay: $45,000–$65,000 per year (based on experience)

OCI Restoration is a locally, veteran-owned disaster restoration company serving the Triangle area. We specialize in water, fire, mold, trauma cleanup, odor control, and reconstruction services. As we continue to grow, we are looking for a highly organized and detail-oriented Project File Coordinator to help keep our restoration projects compliant, organized, and moving efficiently from start to finish.

If you thrive in a fast-paced environment, enjoy organization and problem-solving, and want to be part of a growing restoration company where your work truly matters, we want to hear from you.

This position plays a critical role in:

• Maintaining insurance-compliant documentation
• Supporting operational efficiency
• Improving billing speed and cash flow
• Delivering a high-level customer experience

This is an office-based administrative coordination role that works closely with project managers, technicians, estimators, customers, and insurance professionals.

Responsibilities

Job File Management

• Create and maintain complete digital project files
• Organize and upload photos, moisture maps, drying logs, and project documentation
• Ensure all contracts, authorizations, and required forms are completed
• Track missing paperwork and follow up with field staff
• Maintain organized and audit-ready files

Insurance & TPA Coordination

• Upload documents into XactAnalysis, Symbility, and other carrier/TPA portals
• Track approvals, supplements, and documentation requests
• Assist with estimate and invoice coordination
• Communicate professionally with adjusters and insurance representatives

Project Coordination Support

• Support mitigation and reconstruction project managers
• Assist with scheduling and project tracking
• Coordinate communication between office staff, field staff, and customers
• Help ensure projects move efficiently through all phases

Billing & Closeout Support

• Verify file completeness before invoicing
• Assist with final invoice package preparation
• Help reduce delays in billing and collections
• Track open items needed for project closeout

Customer Communication

• Communicate with customers regarding paperwork and scheduling
• Provide excellent customer service during stressful situations
• Help maintain a positive customer experience throughout the project

Qualifications

Preferred Experience

• Restoration industry experience preferred
• Administrative or project coordination experience required
• Experience with insurance claims or construction administration is a plus
• Experience with Symbility, XactAnalysis, or Xactimate is preferred

Skills & Abilities

• Strong organizational skills
• High attention to detail
• Ability to multitask in a fast-paced environment
• Excellent verbal and written communication skills
• Strong computer and documentation skills
• Ability to work independently and as part of a team

Compensation & Benefits

• $45,000–$65,000 annual salary based on experience
• Company-matched retirement plan
• Company contribution toward employee health insurance premiums
• Paid holidays
• Paid vacation and sick time
• Opportunities for growth and advancement
• Ongoing training and professional development
• Supportive team environment
• Stable, growing company

Schedule

• Full-time
• Monday–Friday
• Occasional after-hours communication may be required during emergency situations

Why OCI Restoration?

At OCI Restoration, we believe in doing things the right way — professionally, ethically, and with urgency when people need help most. We are building a strong team culture focused on accountability, customer service, and operational excellence.

When life is at its worst, we are at our best.

Apply today to join our growing team.