Project Coordinator MIT

The Project Coordinator is responsible for ensuring all mitigation and restoration projects are properly documented, compliant, and administratively complete. This role supports Project Managers and Operations by verifying job files, maintaining claim accuracy, managing required communications, and ensuring all stabilization and mitigation documentation is completed in a timely and professional manner.

Primary Duties & Responsibilities

File & Documentation Management

Verify that all required job photos are uploaded and meet company and insurance documentation standards.

Review files in MICA and other internal systems for completeness and accuracy.

Ensure claim numbers are obtained and properly entered into each job file.

Confirm that scope notes and job notes have been entered by Project Managers.

Assist with backend paperwork and administrative processing for each project.

Maintain organized and up-to-date electronic job files.

Maintain Quality Control & Compliance

Verify that Matterport scans have been completed and uploaded when required.

Confirm extended dry times are properly documented and that required notification emails are sent to carriers and stakeholders.\Review stabilization jobs to ensure all required documentation and communications have been completed.

Ensure all documentation aligns with company standards and insurance carrier requirements.

Project Manager Support

Provide administrative and operational support to Project Managers.

Assist with follow-up items needed to close or advance job files.

Communicate with Project Managers regarding missing documentation or required corrections.

Help ensure projects move efficiently from mitigation to billing.

Communication & Reporting

Send required emails for all stabilization jobs in a timely manner.

Communicate professionally with internal staff, adjusters, and office personnel as needed.

Notify management of any file deficiencies or compliance issues.

Track job status and report progress or outstanding items.

General Administrative Duties

Maintain consistency and accuracy across all job files.

Follow company SOPs and documentation procedures.

Assist with additional office or operational tasks as assigned by management.

Required Skills & Qualifications

Strong attention to detail and organizational skills.

Ability to manage multiple files and deadlines simultaneously.

Familiarity with mitigation/restoration documentation processes (preferred).

Experience with systems such as MICA, Matterport, or similar platforms (preferred).

Strong written and verbal communication skills.

Professional demeanor and ability to work with multiple departments.