Specialty Services Coordinator

Paul Davis Canada

. Own signed work authorizations and ensure they are uploaded to RMS before work begins .

Posted 11/5/2026full-timeStafford • Virginia • United StatesJuniorMid-Level💰 $58,000 - $65,000 per yearWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates expertise in project coordination and administrative operations within restoration, construction, or insurance claims, with a strong focus on compliance, documentation accuracy, and effective communication. Proficient in RMS, DASH, and Microsoft Office, with the ability to manage multiple jobs and deadlines efficiently.

Highest-signal resume keywords

Project CoordinationRMS ExperienceMicrosoft Office ProficiencyStrong Communication SkillsIICRC Certification

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Job CoordinationFile Compliance ManagementDocumentation AccuracyKPI MonitoringPower BI DashboardsEMS UpdatesInspection SchedulingJob EntryCustomer OnboardingAdministrative Task Management

Soft Skills

Exceptional OrganizationAttention to DetailSelf-DirectedEffective CommunicationTeam Collaboration

Tools & Technologies

RMSDASHMicrosoft TeamsPower BITPA Platforms

Certifications & Qualifications

IICRC Certification (WRT or FSRT)Asbestos Safety Certificate

Industry Keywords

RestorationConstructionInsurance ClaimsTPA WorkflowsEnvironmental Loss Categories

About the role

Key responsibilities & impact

Own signed work authorizations and ensure they are uploaded to RMS before work begins
Prepare, send, track and upload customer forms, completion certificates, disposal authorizations and reimbursement documents
Confirm which jobs are cleared to start with the production team
Manage complete job files in RMS/DASH from intake through closing
Create and link jobs, upload signed documents and maintain audit-ready files
Maintain current journal notes on all open jobs
Review the RMS Compliance Manager twice daily and clear or escalate compliance items
Update the RMS supervisor of record to the assigned production PM
Ensure documentation matches approved scope, completed work and billing
Post accurate EMS updates within required timeframes
Use Power BI and missing-update reports to identify gaps
Communicate with carriers, adjusters, customers and TPA partners, documenting replies in job files
Keep TPA platforms updated and monitor compliance and KPI requirements
Monitor the shared mailbox, flag assignments and route service requests
Handle customer onboarding, job entry, compliance tasks, inspection scheduling, welcome letters and job documents
Support scheduling for contents and environmental crews
Confirm the next day's inspection and production calendar with team members
Prepare closing requests and production-closed checklists
Complete Pre-WIP and Post-WIP administrative tasks
Prepare the daily EOD report
Lead the 8:00 AM business-health huddle
Maintain the team to-do list, run the EOD check-in and facilitate the weekly production team meeting
Occasionally assist with warehouse inventory and physical organization at the Stafford office

Requirements

What you’ll need

2+ years of experience in project coordination, job coordination or administrative operations, ideally in restoration, construction or insurance claims
Experience with RMS, DASH or an equivalent job-tracking and file-compliance system
Familiarity with TPA workflows and KPI requirements (PDRI, Contractor Connection, Alacrity or similar) and insurance carrier guidelines
Comfortable working remotely and staying connected with the team through phone and Microsoft Teams
Proficiency in Microsoft Office (Outlook, Word, Excel), including structured use of Outlook rules, flags and shared mailboxes
Strong written and verbal communication skills
Exceptional organization and ability to manage many active jobs against competing deadlines
High attention to detail in documentation and file compliance
Self-directed, with ability to identify workflow gaps and take ownership
Valid driver's license and reliable transportation for occasional on-site work
Experience in a franchise restoration environment preferred
Working knowledge of water, fire, smoke, mold and environmental loss categories and IICRC standards preferred
Experience with Power BI dashboards, EMS or Encircle preferred
IICRC certification (WRT or FSRT) or an Asbestos Safety Certificate preferred
Reliable high-speed internet and a quiet, professional workspace
Background check with no felony convictions and a clean driving license

Benefits

Comp & perks

Bonus incentive program
Flexible work from home options
Opportunity for overtime
Paid time off
Opportunity for advancement
Great company culture