• Answer phones, provide exceptional customer service, and maintain a detailed call log
• Coordinate schedules to optimize work efficiency and balanced job scheduling
• Manage the Work-in-Progress (WIP) Board to keep staff updated on daily schedules and job statuses
• Complete First Notice of Loss (FNOL) documentation accurately
• Prepare job paperwork for Crew/Estimators and ensure timely conversion of estimates
• Oversee/complete job file documentation, communications, and subcontractor activities
• Contracts on as needed basis
• Change orders on as needed basis
• Selection sheets on as needed basis
• Create job files as contracts come in
• Update boards as needed
• Pre Lien each project when we start
• File documentation into job files in proper areas of files
• Maintain written approvals and/or conversations with customers and adjusters
• Email updates and new jobs out to office
• Enter new jobs/Estimates into WorkCenter
• Add project to WIP or estimate board and update with progression
• Create job folders and maintain all associated documentation
• Audit job files and email out audit
• Monitor daily updates from techs on site
• Coordinate with vendors for items or services needed at a job
• Check board daily for any projects that have had demo completed and schedule PM to scope.
• Add project to recon estimate board.
• Add recon project to Work Center
• Audit job files and email out audit
• On as needed basis search for new vendors
• Request documentation for new vendors
• Request contact info for billing, scheduling, and managing jobs
• Check vendor files for out-of-date certs
• Request updated certs if needed
• Reconstruction project follow ups
• Call customers to update on status of approvals at least once a week, even if just still waiting on the adjuster
• Call customers after contracts have been sent to follow up on them
• Receive and communicate with new losses as needed and collecting necessary info from caller
• Answering basic customer questions and follow up as needed
• Call customers to schedule techs or vendors daily
• Communicate with project managers for upcoming schedule and relay any received customer scheduling requests
• Translation for Spanish speaking customers and vendors
• Obtain and process credit card information from mitigation customers that want to pay their bill
• Process reconstruction payments as needed
• Training
• Any required training for office from Work Center
• Additional training for production to become familiar with the mitigation process

• Maintain an organized file system and company calendar/schedule
• Manage outgoing/incoming mail, email, and faxes, as well as review and route Bulletins
• Ensure proper on-hand delivery of office and general supplies
• Conduct 6-month recalls to enhance customer relationships and seek additional sales opportunities
• Perform other job duties as assigned

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.