DEFINITION

The Team Coordinator is part of the office team at Dry Kings and responsible for managing administrative tasks related to operations, including but not limited to coordinating the clerical, administrative and accounting functions of selling and managing jobs on behalf of the Operations Manager and Project Managers. This position is also responsible for handling the phone duties associated with the Team, or as assigned.  This is an AT WILL position.

SUPERVISION RECEIVED

Receives direction from the Team Leader and Controller.

ESSENTIAL FUNCTIONS OF THE POSITION

• Oversees the company’s job management software PJM.
• Completes a checklist for each job to ensure proper documentation.
• Maintains notes in PJM and job field files, as necessary.
• Completes, reviews and routes forms, contracts, job notes, moisture readings and other paperwork.
• Maintains job related documents, and acts as a liaison between the field and the office.
• Supports the office in the creation of invoices and other job-related documents.
• Coordinates and communicates with insurance companies, agents, and clients regarding the Team’s workflow from beginning to end.
• Provides quick and accurate responses to vendors, agents, and clients.
• Coordinates with other departments and office staff to complete projects, paperwork and keep the processes timely for each project.
• Performs general administrative work as necessary, including preparing reports and correspondence, reviewing correspondence, copying, and filing, preparing purchase orders, daily work orders and daily communication with the Team Leader and Project Manager about ongoing projects.
• Demonstrates a positive image of the Company to staff and clients; this shall include oral and written communication and visual presentation.
• Supports Operations Manager in the coordination of the schedule.
• Contacts customers regarding late arrivals for Technicians and Project Managers.
• Assists the office staff, the production management staff, and sales staff, as needed.
• Answers the phones, directs calls and assists clients.
• Works with collections regarding collecting deductibles, progress payments and final payments, when needed.
• Completes project tracking reporting, inclusive of all schedules, appointments, and reports.
• Applies all safety rules and regulations to work efforts and prevents work hazards.
• Is a part of the after-hours on all rotation schedule.
• Other duties as assigned.

QUALIFICATIONS

     Ability to:

• Accurately manage schedules, including contacting customers regarding changes, delays and other issues
• Provide exemplary customer service to clients, employees and vendors
• Provide accurate and timely reports for project tracking and reporting
• Manage crises as they occur
• Assist in problem solving and in making the Company more effective and efficient
• Work on call and in all emergency situations, as needed
• Apply general mathematical and data entry skills
• Communicate clearly and concisely, both orally and in writing; must be proficient in reading and writing the English language
• Generate timely information with accuracy and efficiency
• Manage multiple projects at a time while paying strict attention to detail
• Establish and maintain cooperative working relationships with those contacted through the course of work; gain cooperation through discussion and persuasion
• Produce work in a timely, budgeted, scheduled and profitable manner
• Apply established Company policies and procedures, including safety procedures and principles

     Knowledge of:

• Basic principles and practices of organization and administration
• Modern office practices and technology, including Microsoft Office, Outlook, copiers, telephone, facsimile, etc.
• Proper filing techniques, office efficiencies and timely processing of paperwork
• Appropriate phone skills and resolution of customer complaints and issues
• Industry software: Xactimate, PJM, Encircle and other similar programs
• Professional ethics
• English usage, spelling, grammar and punctuation; basic mathematics
• Restoration industry language, practices and terminology; ability to seek out knowledge if new to the industry
• Company policies and procedures
• Pertinent federal, state and local laws, codes and regulations that govern the areas of the position
• OSHA safety regulations as they pertain to the restoration industry; maintain an active role in monitoring the safety of yourself and other team members

EXPERIENCE AND TRAINING GUIDELINES

Any combination of experience and education that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be:

            Experience:

• Two years of professional experience in assigned or related field

            Training/Education:

• Associates degree from an accredited college

License and Special Requirements:

• Possession of, or ability to obtain an appropriate, valid California driver’s license

PHYSICAL DEMANDS

Must possess:

• Mobility to work in a standard office setting and use standard office equipment
• Accurate vision to read printed materials and a computer screen
• Ability to communicate in person, before groups, and over the telephone
• Finger dexterity to operate a computer keyboard, writing implements, office equipment and calculator
• Ability to occasionally bend, climb or balance, kneel, stoop, walk, push, and pull drawers open and closed to retrieve and file information
• Ability to lift up to 25 lbs. necessary to perform job functions
• Ability to use hands to handle, feel or operate objects, tools or controls and reach with hands and arms

WORKING CONDITIONS

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.  Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing Company policies and procedures

EQUAL OPPORTUNITY EMPLOYER/AMERICANS WITH DISABILITIES ACT COMPLIANT/VETERAN’S PREFERENCE POLICY/DRUG FREE WORKPLACE