We are seeking an organized, proactive, and empathetic Office Assistant / Project Coordinator Assistant to support our restoration teams. In this role, you will act as the vital link connecting our field technicians, Project Managers (PMs), insurance adjusters, and property owners recovering from property damage. You will manage the daily administrative flow, coordinate project logistics, and ensure our files comply with strict insurance carrier guidelines.
Key Responsibilities:
CSR: Answer call and help take care of Customer needs.
Job File Management: Initiate and set up new customer profiles from incoming emergency calls. Ensure all project files are kept strictly up to date from the initial mitigation phase to final structural rebuild.
Insurance Compliance & DRP Tracking: Monitor project milestones to ensure the team meets Key Performance Indicators (KPIs) mandated by Canadian insurance Direct Repair Programs (DRPs).
Stakeholder Communication: Serve as a compassionate first point of contact for homeowners dealing with stressful property losses. Provide professional, structured updates to insurance adjusters and independent brokers.
Scheduling & Dispatch Support: Assist PMs in scheduling sub-contractors, dispatching field crews, and tracking the allocation of drying equipment or contents storage.
Documentation & Billing Prep: Help compile field notes, organized photo reports, and certificates of completion. Prepare file packages for final invoicing and audit review.
Tech Stack & Software Requirements
The ideal candidate will have exposure to or direct experience with the core software ecosystems standard across the Canadian restoration landscape:
DASH (by Cotality): Used daily to manage the overall restoration workflow, log time-stamped project notes, assign tasks, and track job statuses.
Encircle: Used to review and organize field documentation, manage contents inventories, and compile defensible moisture logs or photo reports into customer-ready PDFs.
Xactimate / Symbility: Exposure to these industry-standard estimating platforms. While you may not be writing complex scopes, you will assist with uploading sketches, downloading assignments, and cross-referencing line items for billing.
Microsoft Office 365: Proficient use of Outlook for heavy email coordination and Excel for basic job-cost spreadsheets.
Qualifications & Skills
Experience: 1–2 years of experience in an office administration, project coordination, or dispatch role. Direct experience in property restoration, construction, or the insurance claims industry is a major asset.
Communication: Exceptional verbal and written communication skills. You must be able to balance professionalism with empathy when speaking to clients in crisis.
Adaptability: Ability to thrive in a high-volume, deadline-driven environment where priorities pivot quickly based on weather events or sudden emergencies.
Detail-Oriented: A sharp eye for missing documentation—in this industry, if it isn't documented, it didn't happen.
Industry Note: Property restoration is an essential service that responds to disasters 24/7. While this is primarily a daytime office role, a successful assistant understands that scheduling flexibility is highly valued during peak weather events (like spring thaws or heavy storms).
Job Type: Full-time
Pay: $20.00-$25.00 per hour
Benefits:
- Dental care
- Extended health care
- On-site parking
Application question(s):
- Mush have own transport to and from work.
Language:
Work Location: In person
