Encircle Jobs in California (NOW HIRING)

SERVPRO of San Diego East & Mid-City is looking for a Job File Coordinator to join our growing team. This role is perfect for someone who thrives in a fast-paced environment, enjoys solving problems, and takes pride in ensuring every project is completed accurately from start to finish. As the Job File Coordinator, you'll be the operational hub between our office, production teams, customers, and insurance partners. You'll oversee the administrative side of restoration projects—from the moment a job is received until the final invoice is submitted—ensuring every file is complete, compliant, and ready for payment. If you're someone who enjoys organization, technology, communication, and making sure nothing falls through the cracks, we'd love to meet you.

• Competitive hourly pay
• Health benefits
• Paid vacation and holidays
• Paid training and professional development
• Opportunities for advancement within a growing company
• Supportive team environment
• The opportunity to make a difference by helping families and businesses recover after disasters

As our Job File Coordinator, you'll be responsible for managing every administrative aspect of restoration projects.

• Monitor every active job from first notice of loss through final invoicing
• Maintain accurate job files and ensure all documentation is complete
• Track project progress daily and keep our Work-In-Progress (WIP) board up to date
• Verify all required documentation is uploaded accurately and on time

• Create and review restoration estimates using industry estimating software
• Review production photos, scope notes, moisture logs, and supporting documentation
• Ensure estimates accurately reflect all work performed
• Audit job files before submission to verify compliance with company and insurance program requirements

• Communicate daily with Project Managers and Production Technicians
• Ensure field crews capture required documentation while on-site
• Assist crews with documentation requirements and workflow questions
• Help resolve missing documentation before jobs are closed

• Maintain professional communication with customers, insurance adjusters, project managers, subcontractors, and internal departments
• Provide updates on project status when needed
• Help ensure clients receive an exceptional customer experience throughout the restoration process

• Perform detailed audits on completed projects
• Verify timestamps, documentation, and project data for accuracy
• Ensure compliance with insurance program guidelines and company standards
• Identify discrepancies before invoicing to reduce delays and improve collections

• Coordinate project completion with Accounting
• Prepare completed files for final upload and billing
• Ensure invoices accurately reflect all approved work performed
• Help drive faster collections by submitting complete, audit-ready job files

• Support office operations as needed
• Assist other departments during busy periods
• Continuously look for ways to improve efficiency and workflow

The ideal candidate is someone who enjoys bringing order to complexity and can confidently manage multiple projects at once.

• High School Diploma or GED
• Previous office, administrative, estimating, or project coordination experience preferred
• Experience in restoration, construction, insurance, or property claims is a plus

• Exceptional organizational skills
• Strong attention to detail
• Excellent written and verbal communication
• Outstanding customer service skills
• Ability to prioritize multiple projects in a fast-paced environment
• Strong computer skills and ability to quickly learn new software
• Problem-solving mindset
• Ability to work independently while collaborating with multiple departments

Experience with any of the following is a plus:

• Xactimate
• DASH
• Encircle
• Microsoft Office (Excel, Outlook, Word, Teams)
• Google Workspace
• Restoration management software

Every day is different. Our team helps homeowners and businesses recover after water, fire, mold, storm, and biohazard losses. Behind every successful project is an organized Job File Coordinator ensuring that every detail is documented correctly, every estimate is accurate, and every customer receives exceptional service. Your work directly impacts our ability to help people during some of the most challenging times in their lives. If you enjoy working with great people, solving problems, and taking pride in accuracy and organization, this is a career where you can truly make a difference. Apply Today! Ready to join one of the nation's leading restoration companies, and make it "like it never even happened?"

Send your resume to: office@servprosandiegoeast.com We look forward to meeting you! Compensation: $30,000.00 - $50,000.00 per year

At SERVPRO®, you can make a positive difference in people's lives each and every day! We're seeking self-motivated, proactive, responsible, and service-oriented teammates to join us in our mission of helping customers in their greatest moments of need by repairing and restoring homes and businesses with an industry-leading level of service. With nearly 2,000 franchises all over the country, finding exciting and rewarding SERVPRO® career opportunities near you is easy! We look forward to hearing from you.

All employees of a SERVPRO® Franchise are hired by, employed by, and under the sole supervision and control of an independently owned and operated SERVPRO® Franchise. SERVPRO® Franchise employees are not employed by, jointly employed by, agents of, or under the supervision or control of Servpro Franchisor, LLC, in any manner whatsoever.