Estimator and Project Coordinator

Job Description

Job Description

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Opportunity for advancement
• Paid time off
• Training & development
• Vision insurance

Position Overview

Paul Davis Restoration is seeking a highly organized and technically proficient Restoration Estimator & Project Coordinator to support our Contents, Environmental, and Asbestos divisions. This is a critical dual-function role responsible for accurate scoping, administrative compliance, and end-to-end project coordination of property damage claims. The ideal candidate will serve as the primary liaison between insurance adjusters, Third-Party Administrators (TPAs), and field operations teams ensuring every job is documented correctly, estimated accurately, and driven toward timely completion without delay.

This role demands someone who is equally comfortable writing a defensible Xactimate estimate and managing a warehouse contents map. The right candidate thrives in a fast-paced restoration environment, understands insurance carrier expectations, and takes ownership of the full job lifecycle from intake to final invoice.

Core Responsibilities

Estimating & Scope Management
Create comprehensive, defensible estimates for contents and environmental losses using Xactimate and Symbility
Manage the supplement and revision process with insurance adjusters to secure final approvals and project funding
Apply carrier-specific SLA requirements to each estimate, including documentation standards, contact timeframes, and formatting protocols
Scope both residential and commercial losses across water, fire, smoke, mold, and environmental categories

Administrative & File Compliance
Manage the complete job file in DASH, ensuring all required documentation, authorizations, and customer signatures are obtained and uploaded in real time
Maintain audit-ready job files at every stage from initial intake through final invoice submission
Ensure zero documentation gaps between approved scope and billable work completed
Track and report on job status, open items, and billing milestones

TPA Partnership Coordination
Oversee and maintain compliance for all TPA assignments, specifically Alacrity Solutions, Contractor Connection, and PDRI
Monitor KPI performance metrics required by each TPA platform and escalate exceptions proactively
Serve as the internal subject matter expert on TPA assignment workflows, requirements, and performance standards

Logistics, Scheduling & Warehouse Coordination
Coordinate daily schedules for contents and environmental field crews, aligning staffing to active job demands
Maintain an organized inventory system and contents map for the warehouse storage facility
Track item location, condition, and processing status from pack-out through pack-in and final return
Occasionally assist with on-site warehouse inventory management and physical organization as needed

Adjuster Relations & Project Lifecycle Oversight
Act as primary liaison between insurance adjusters, TPAs, homeowners, and internal field teams throughout each project
Monitor jobs from initial intake to final invoice, identifying and resolving bottlenecks to ensure a smooth customer experience
Conduct on-site property inspections as needed to support scoping accuracy and documentation
Maintain professional, service-oriented communication with distressed homeowners and insurance professionals at all stages

Required Qualifications

Software & Systems
Minimum 2+ years of hands-on Xactimate experience required
Minimum 2+ years of hands-on Symbility experience required
Proven experience with DASH or equivalent job-tracking/file compliance software
Familiarity with Alacrity Solutions, Contractor Connection, and PDRI workflow and KPI requirements
Proficiency in Microsoft Office Suite Outlook, Word, Excel

Industry Knowledge
Solid understanding of IICRC standards as they relate to contents restoration and environmental remediation
Working knowledge of insurance carrier SLA frameworks and adjuster supplement processes
Familiarity with water, fire, smoke, mold, and environmental loss categories in a restoration context

Skills & Attributes
Strong written and verbal communication skills ability to interface professionally with insurance adjusters, TPAs, and homeowners
Exceptional organizational skills; capable of managing multiple active jobs simultaneously with competing deadlines
High attention to detail in documentation, estimate writing, and file compliance
Self-directed; able to identify workflow gaps and take ownership without being prompted

Preferred Qualifications
Xactimate Level 1 Certification or higher
IICRC certification Water Damage Restoration Technician (WRT) or Fire & Smoke Restoration Technician (FSRT)
Experience working in a franchise restoration environment
Prior experience in a combined estimating and coordination role rather than standalone estimating
Asbestos Safety Certificate

Physical Requirements
Ability to perform on-site inspections of water, fire, smoke, and mold-damaged residential and commercial properties
Willingness to occasionally assist in warehouse inventory management and physical organization
Ability to sit and work at a desk for extended periods; sustained use of estimating software and job management systems
Valid driver's license and reliable transportation for site visits required

Flexible work from home options available.