Project Coordinator

$41,101 - $65,374/Yr

Restoration Management Company - Hayward, CA

Full-time - Entry Level

Hayward, CA

Construction of Buildings

About the position

The Project Coordinator at Restoration Management is responsible for scheduling and dispatching crews to handle residential and commercial property losses. This role supports various project management staff and serves as a liaison to the corporate office for administrative tasks, ensuring efficient communication and coordination of project schedules and documentation.

Responsibilities

• Call customers to communicate or coordinate project schedules and respond to inquiries.
• Assist with Vendor Setup by ensuring correct documentation is provided.
• Answer customer phone calls, address questions, or direct them to appropriate staff.
• Generate Work Orders and Change Orders, forward them to customers for signature, and coordinate crew dispatch.
• Maintain daily schedules for crews and project members, assisting in establishing efficient schedules.
• Prepare required paperwork for Asbestos Projects, where applicable.
• Update Invoice Tracking spreadsheet and ensure Payment Requests are delivered to management.
• Organize meetings in accordance with company policy, including safety and production meetings.
• Work with Call Center regarding new job information.
• Label and upload photos into specific systems/programs.
• Create and maintain job files with all pertinent reports and documents.
• Prepare daily management reports on T&M Cost Spreadsheet and submit accurate paperwork to Central Billing.
• Document daily updates on industry-specific programs for open jobs.
• Enter information from Tick Sheets into industry-specific programs.
• Distribute and send all US mail and interoffice mail for the Branch.
• Monitor visitor access and ensure safety protocols are followed.
• Ensure local, state, and federal postings are displayed as directed by HR and Safety.
• Organize and review timecards for errors and submit to Payroll.
• Assist Payroll and Human Resources with payroll and employee issues.
• Balance petty cash supply and track cash flow for submission to corporate office.
• Maintain adequate levels of office supply inventory and order when necessary.
• Provide administrative support to various management and operational staff.
• Download documents and pictures into appropriate job folders for billing.
• Serve as point of contact for office and project vendors, customers, and field personnel.
• Participate in production meetings and serve as liaison to corporate office.

Requirements

• High School Diploma or equivalent.
• Proven work experience in a restoration or construction industry preferred.
• Good judgment and discretion in handling confidential data.
• Good knowledge of MS Office.
• Customer service focus with excellent interpersonal skills.
• Good grasp of English; bilingual (English/Spanish) preferred.
• Excellent analytical and problem-solving abilities.
• Ability to multi-task and meet tight deadlines under pressure.
• High attention to detail, accuracy, and proofreading.

Nice-to-haves

• Bilingual (English/Spanish) preferred.
• Experience in the restoration or construction industry.

Benefits

• Full-time position with competitive hourly wage.
• Opportunities for overtime and after-hours response.