Core Objectives
1. PDO is a customer and client Centric company, passionately focused on serving our community in its time of need and becoming an indispensable partner to our clients.
2. We are great operators. Our teams are performance-based and operate as One company, with one standard.
3. One Company, One Standard ensures that every PDO office performs consistently to our key operational and financial benchmarks leveraging the power of our human and financial resources.
4. PDO is guided by clear goals, simple workflow, consistent execution, and a culture of inclusion and meaning.
The Paul Davis Company Owned operation is governed by the following rules:
- This is a 24/7 Operation. Everyone is on call.
- Mitigation claims are acknowledged and responded to same day.
- Use PDO Quality Assurance for peer review and budget approval.
- Every reconstruction assignment must begin within 10 days of approval.
- Everyone follows the Success Equation.
Coordinators will be work within our Emergency Services (Mitigation) Department and/or our Reconstruction Department. The Coordinator will work as a Liaison for the client to identify project requirements and specifications. The Coordinator will administer and organize jobs and support team members as assigned.
Essential Duties/Responsibilities
- Support Mitigation Manager
- Answer incoming calls on office and mobile lines
- Complete intake for new losses
- Collaborate with clients, customers and vendors
- Complete job notes in operating systems
- Complete compliance tasks in main operating systems
- Create new loss (jobs and projects) files
- Create and send invoices for jobs/projects
- Maintenance and filing of job files and project documentation
- Make collections calls for the Accounts Receivable department
- Run reports in main operating system, RMS
- Confirm that the current jobs are on schedule
- Coordinate job/project schedules, resources, equipment, and labor
- Liaison with clients to identify and define jobs
- Ensure the client’s needs are met from start to completion of job
- Assist Project Managers with job updates and job information
- All other duties as assigned
Competency – Knowledge, Skills and Abilities:
- Knowledge of Microsoft Office applications (Outlook, Word, Excel)
- Customer Service Skills
- Communication skills
- Typing skills
- Administration skills
- Ability to learn and operate our primary operating systems: RMS, Xactimate, TSheets, SalesForce, Contractor Connection, ADP, Quickbooks, Sage, SharePoint, and One Drive
- Ability to create documents and invoices
- Ability to answer and communicate with customers over the phone
- Ability to work office equipment (fax, scanner, printer, phone system, computers)
- Ability to work independently
- Ability to coordinate multiple jobs within the same time frame
- Stress Management and Composure
- Maintain a level of confidentiality
Required Education and Experience
- High School Diploma or GED required
- Customer Service experience
- Three plus years’ experience in an Administrative position
Preferred Education and Experience
- One or more years’ experience within the restoration industry or related industry