• Position: Project Coordinator

    Posted on: September 24, 2021

    Project Coordinator




    Job Title: 

    Project Coordinator



    Reports To: 

    Director of Administration

    Original Date:

     August 9, 2021

    Number of Direct Reports:


    Revision Date:



    Reporting to the Director of Administration, the Project Coordinator will assist the Project Manager (PM) in planning and directing activities of restoration projects to ensure goals are accomplished within a prescribed time frame.


    The following is a list of the essential duties and responsibilities of this job.  The tasks and the time spent performing each task may vary as business needs require.  ServiceMaster Restore maintains the right to modify job duties and responsibilities at its discretion.



    • Complete projects or assignments assigned while ensuring customer satisfaction through a timely restoration processes
    • Coordinate the PM's schedule, mitigation and construction/repair schedules, material schedules, and communicate updates to stakeholders
    • Communicate with clients and vendors as necessary to advise of projects and/or schedules and updates including completion of Gantt charts
    • Scheduling meetings and site visits for the PM to homeowners, insurance adjusters, and trades vendors
    • Order materials as required for jobs



    • Communicate and coordinate project activities between the PM, internal staff, crew, sub-contractors and clients
    • Monitor budgets and communicate to sub trades as required
    • Notify the PM of new or cancelled claims indicating dates, timelines, and details of the any losses
    • Follow-up on pending approvals for each job
    • Receive and respond in a timely manner to any incoming calls
    • Monitor all external communication related to the job and respond/communicate accordingly and update workflow status’ daily



    • Ensure all required documentation such as work authorizations and structure packages, deductibles and payment schedules were received prior to work commencing
    • Prepare requests for quotes, purchase orders, work orders, notices of commencement, supporting documentation for cost breakdown and other documents for jobs as needed
    • Compile accurate job costing sheets for accounting purposes based off of estimates completed by the PM, costings sheets, and purchase orders
    • Complete invoicing form in the required format and distribute in a timely manner
    • Initiate and update client records, including, creating files for all quote claims,  maintaining client files, and ensuring all documents are scanned and accounted for
    • Document details of all other major occurrences in the scope of the project, including emergencies, structure scopes, estimates, letters to clients and adjusters, as per the PM's direction



    • Maintain professional conduct and appearance in all client facing activities
    • Establish positive rapport with clients when possible
    • Provide an exceptional level of service that exceeds the expectation of the client
    • Conduct all work in accordance with company safety policies
    • Adherence to all company workplace policies
    • Perform other duties as may be required



    To perform this job successfully, an individual must be able to perform each essential duty listed above satisfactorily.  The requirements listed below are representative of the knowledge skills and abilities required.  Employees who do not possess the requirements for a job at the time of hire are expected to attain the skills, knowledge and abilities required within a specified period as agreed upon, in writing, with the Manager.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


    Characteristic and Ability Requirements

    • Ability to coordinate effectively with the PM and stakeholders involved in projects
    • Effective communication skills both written and verbal
    • Ability to engage clients and deliver excellent service
    • Thorough decision-making skills
    • Highly organized, strong attention to detail and ability to multi-task
    • Demonstrated sound work ethics
    • Proven ability to build and maintain strong working relationships
    • Flexible, adaptable and able to work effectively in a variety of settings
    • Operates with honestly and integrity with a genuine desire to make valuable contributions to the team
    • Works well independently and in a team environment


    Educational Requirements

    Education Required: High School Diploma          

    Other Education/Certification/Training preferred: Construction or Project Management


    Work Experience Requirements

    Work experience required: Minimum of one (1) years of experience in a project support or related role. Experience in construction and/or restoration is preferred.                                                                      

    Technical Requirements

    Equipment:      Office Equipment (computer, cell phone, tablet copiers, scanners, printers, faxes, etc.)

    Software:         Knowledge and experience of MS Outlook, MS Word, MS Excel, MS Access

    Other:              Restore365, XactAnalysis 



    • Accountability - sets standards of performance for self; assumes responsibility and accountability for successfully completing tasks; encourages others to take responsibility.
    • Adaptability – treats new situations or changes as an opportunity for growth; focuses on the benefits of change; speaks positively about the change; modifies behaviour effectively and tries new approach without resistance.
    • Builds Trust and Respect – treats people with dignity, respect, and fairness; listens to others and considers opinions and ideas; shares thoughts, feelings, and rationale for decisions made, operates with integrity.
    • Customer Focus – effectively meets the needs of our customers; both internal and external, builds proactive relationships, takes responsibility for customer satisfaction.
    • Manages Work – manages one’s time and resources to ensure work is completed effectively and efficiently; effectively allocates own time to completing tasks, while leveraging available resources; stays focused and prevents distractions from work completion.
    • Problem Solving – develops solutions for work issues by examining root cause of issues, identifying cause and effect, and identifying potential solutions.
    • Quality Standards – sets standards for excellence in work and procedures to achieve high quality, productivity, and efficiencies; checks processes and tasks to ensure high quality output; takes corrective action to correct problems or notifies others of quality issues.
    • Safety Awareness - identifies safety issues/problems and informs the appropriate individual when issues arise; reports unsafe working conditions; makes recommendations for correcting safety and security concerns.
    • Teamwork – contributes to building a positive team environment; supports successes, recognizes accomplishments; provides feedback; exhibits openness to others perspectives; balances responsibilities.


    Physical Requirements

    This position requires a low level of physical exertion.  Moderate intensity of sensory effort is required. 


    Working Conditions

    There is a low risk of exposure to adverse working conditions.

    Time will primarily be spent in an office environment during regular office hours. There may be requirements to work outside of regular hours to attend to important matters and/or work offsite occasionally.

Please list any areas of qualification in the message area of this form.