Project Management Coordinator

Paul Davis helps homeowners and business owners recover after property damage caused by water, fire, mold, storm, and other disasters. We are looking for a highly organized, service-minded Project Coordinator to work with our Project Managers, customers, insurance adjusters, subcontractors, and internal team members.

This role is ideal for someone who enjoys keeping projects organized, communicating clearly, maintaining accurate job files, and helping a fast-moving restoration team deliver excellent results for customers during stressful situations.

The Project Coordinator is responsible to help with the planning, execution, documentation, communication, budgeting support, and closeout of restoration and reconstruction projects. The successful candidate will help ensure job files are complete and accurate, project information is current in company software systems, customer and adjuster communications are timely, and project-related documentation is organized and accessible.

·         Maintain accurate and up-to-date job files, including notes, contracts, photos, estimates, purchase orders, invoices, approvals, correspondence, and other required documentation.

·         Enter, update, and monitor project information in company software and insurance-related platforms.

·         Assist with coordinating tasks, schedules, documentation, status updates, and follow-up items.

·         Communicate professionally and promptly with customers, insurance adjusters, subcontractors, vendors, and internal team members.

·         Document important communications, decisions, approvals, delays, and project changes as required.

·         Assist with work-in-progress tracking, meeting preparation, agendas, notes, and follow-up action items.

·         Help monitor project progress, key milestones, outstanding tasks, risks, issues, and deadlines.

·         Assist with budget tracking, purchase orders, invoice review, job costing support, and communication of budget or gross margin concerns to the appropriate manager.

·         Help ensure project deliverables meet company quality standards and customer expectations.

·         Support customer service by responding to inquiries, providing updates, and helping resolve concerns in a timely and professional manner.

·         Assist with procurement of project-related materials and services when required.

·         Contribute to continuous improvement by helping the team identify process gaps, improve documentation, and support strong KPI performance.

·         Strong organizational skills with the ability to manage multiple active job files and competing priorities.

·         Excellent written and verbal communication skills, including a professional and service-focused approach with customers and adjusters.

·         High attention to detail and a commitment to accurate documentation.

·         Ability to work independently while also supporting a collaborative team environment.

·         Comfortable working in a fast-paced, dynamic environment with a strong sense of urgency.

·         Proficient computer skills and the ability to learn multiple software systems.

·         Experience with administration, project coordination, construction, restoration, insurance claims, accounting, or customer service is an asset.

·         Experience with QuickBooks, Xactimate, XactAnalysis, RMS/Dash, or similar restoration/project management software is an asset.

·         Training or education in business, project management, accounting, construction, or a related field is an asset.

·         IICRC certification or previous insurance industry experience is an asset but not required.

·         Valid driver’s licence and ability to travel to job sites as required.

At Paul Davis, we value people who are results driven, professional, self-motivated, and committed to helping others. Our team lives by four core values: Deliver What You Promise; Respect the Individual; Have Pride in What You Do; and Practice Continuous Improvement.

This is primarily an office-based role involving regular computer work, phone and email communication, job file management, and coordination with field teams. Some travel to job sites may be required, and occasional urgent project needs may arise due to the nature of the restoration industry.