Production Coordinator

Role:

The Production Coordinator supports the management team and reports to the Operations Manager. The Production Coordinator’s main function is to assist in the efficient and timely production of services, while ensuring the project is within budget and the client is satisfied with production efforts. The Production Coordinator will assist in the planning, organization, and the control of the needs of the operations division, while ensuring staffing requirements are met and will also streamline processes for operational effectiveness.

Responsibilities:

• • Ensure notes are entered into business management software by operations employees and communicate with associated members of management regarding non-compliance or matters that require attention.

  • Ensure constant communication with client via email, text, or phone conversation.

  • Assist in and/or create and maintain the production schedule for mitigation and/or reconstruction projects.

  • Communicate with clients regarding scheduling changes due to emergency schedule changes.

  • Assist in and/or secure demo or building permits where necessary.

  • Ensure projects are performed with a high level of performance and remain profitable.

  • Ensure that company subcontractors are following company policies by tracking subcontractor agreements and insurance compliance requirements.

  • Communicate and negotiate with clients and insurance representatives regarding insurance billing and production scheduling.

  • Audit and review production paperwork for accuracy and completion for compliance.

  • Establish and facilitate departmental procedures which in turn enhance the production and efficiency of the department, while supporting safety policies and procedures.

  • Create accurate and complete estimates from documentation provided by production employees for projects to which this position is associated.

Duties:

• • Assist in filling responsibilities for the office, mitigation, or repair manager, when required.

  • Review projects by looking through project documentation within project management software.

  • Participate in the on-call rotation as an on-call manager and respond to calls by dispatching production crews.

  • Assist crew members on projects of a large or complex nature, to include organizing equipment deliveries, staffing as well as health and safety.

  • Use Apple or Android-based phone and/or tablet systems.

  • Operate a company-owned motor vehicle safely and courteously.

  • Perform routine, work-related research.

Physical Expectations:

• • Able to lift and carry up to 10 lbs. occasionally.

  • Able to stand and/or sit for long periods of time.

Experience/Education Expectations:

• • Effectively use Xactimate software, Level 1 understanding of Xactimate.

  • Proficient with Windows-based operating systems and the included software systems.

    • Microsoft Office Suite

    • Project management software

    • Email systems

  • Multi-task in a fast-paced work environment.

  • Strong written and verbal communication skills.

KPI’s (Key Performance Indicators):

• • Projects are created in project management software within 24 hours of signed authorization.

  • Project photographs have been uploaded to job management software from each day that production was onsite.

  • Project notes have been added to the project management software daily from each crew leader and manager onsite, within 24 hours of visit.

  • Project authorizations, certificate of completions, and any other necessary documentation has been entered into the project management software within 24 hours of receipt.

  • Project notes reflect all communication with the client regarding all calls, emails, and text messages, within 24 hours of correspondence.

  • Project documentation is complete, correct, and entered into the project management software within 24 hours of recording.

  • Project estimate is complete and ready for client and/or insurance review within 24 hours of certificate of completion.

  • Project estimate is accepted within 5 business days and > 85% of originally submitted estimate.