Job File Coordinator

Job Description

Job Description

We’re Hiring: Job File Coordinator

Team Holcomb is growing, and we’re looking for a detail-oriented and highly organized Job File Coordinator to join our restoration team. In this vital role, you’ll be responsible for managing the accuracy, completeness, and compliance of job documentation throughout the lifecycle of each project—from initial lead through closeout and billing.

This position is perfect for someone who thrives behind the scenes, enjoys structure, and takes pride in keeping things running smoothly through strong administrative skills.

Key Responsibilities:

• Organize, maintain, and review job files to ensure documentation is complete and meets internal and industry standards
• Upload estimates, reports, photos, signed documents, and monitoring data into the job management system
• Track job progress and follow up on missing documentation with project managers, estimators, and field staff
• Coordinate with the operations team to ensure timely completion and submission of estimates
• Assist in preparing files for invoicing, ensuring all supporting documents are in place
• Monitor compliance with documentation protocols across departments
• Request and track customer reviews through Podium or email outreach
• Communicate with internal teams, subcontractors, and clients to gather outstanding paperwork as needed

Additional Duties:

• Confirm all new job leads are entered into the system correctly
• Double-check job folders before passing to billing (dry logs, equipment notes, completion photos, etc.)
• Maintain organized digital filing systems for easy retrieval and audit readiness
• Support estimators and managers in document preparation and tracking

What We’re Looking For:

• Exceptional attention to detail and organizational skills
• Comfortable with technology, cloud file systems, and job management platforms
• Effective communication skills, both written and verbal
• Ability to multitask, prioritize, and meet deadlines in a fast-paced environment
• Team player with a strong sense of accountability

✅ Requirements:

• Must be 18 years of age or older
• Proficient with computers and basic office software
• Must have reliable transportation and a valid driver’s license
• Must be able to pass a background check
• Prior experience in restoration, construction, or insurance documentation is a plus