Program Administrative Assistant

Job Summary 

The Reconstruction Coordinator is responsible for coordinating and supporting the Project Directors and Project Managers relative to the evaluation, processing, and handling of insurance claims for ATI Restoration. The Reconstruction Coordinator can also act as a liaison between the Third-Party Administrators, Insurance adjusters and ATI as necessary. The Reconstruction Coordinator reports to the Office Manager.  

 

Essential Duties & Responsibilities 

·       Support the company business operations by updating projects in the required production software to maintain the highest levels of customer service and industry compliance. 

·       Monitor incoming emails for new assignments, adjuster approvals, inquiries and other important and time sensitive information.  

·       Understand and adhere by company and third-party administrator (TPA) standards by accurately opening projects, updating files, receiving, and requesting assignments and assisting in verifying approvals on project scopes of work.  

·       Monitor timelines to ensure that all compliance points are achieved, i.e. customer contacted, trade inspections, estimate uploads, approvals, time started (TS), time completed (TC) dates, revisions, and completions. Update job status and follow up with documentation and completion of tasks as required by company and clients.  

·       Field/screen calls from clients, adjusters and ATI Team members. Take ownership of the production processes involved and act upon project requests with sense of urgency.  

·       Verify, from the respective County property appraiser’s website, the documented, legal construction year of the project property for the necessity of “Lead Based Paint’ testing parameters. Also verify the owner of the home and mailing address. 

·       Distribute and schedule project assignments to Project Directors based on the territory map. This includes reconstruction, board up, tarp and tree-removal assignments and other projects that are handled by 3rd party vendors (subcontractors). 

·       Scan and upload all necessary claim related documentation in the appropriate platform and transfer it to the Third-Party Administration system (XactAnalysis, Alacrity, Wilbur, etc.) 

·       Assist the Project Managers by communicating with clients, insurance carriers and TPAs in the process of obtaining payment status of projects.  

·       Update system and team members of the progress of assignments accordingly.  

·       Perform the data entry required to input new claims into Encircle, Salesforce, etc. with attention to detail. Continually update job information in all platforms once known or changes are made. Example: deductible, adjuster info, referring party, correct or changed phone number, etc.  

·       Inform Regional Manager, Project Director, and/or PM of issues with a project or any other situation detrimental to meeting compliance or providing superb customer service.    

·       Process permitting packet for any jobs that require a permit.  Call in inspections as necessary.

·       Answering phone calls that come in by company provided cell phone. 

·       Monitor New Job Chat in Gmail for new assignments and/or phone call transfers

·       Participate in Production/Team meetings.  

·       Assist Admin in scanning documents into Salesforce jobs.

·       Assist OM/Admin with Dual Draft Check processing.

·       Other duties as directed by direct report or management. 

The Reconstruction Coordinator needs a minimum of two consecutive years of hands-on experience handling residential and commercial construction coordination from an office environment. The Reconstruction Coordinator must have strong organizational skills and be team oriented. The ability to communicate with property owners, both residential and commercial, along with insurance adjusters is important. Experience working with Program/TPA assignments and Xactimate platform is also helpful. Bi-lingual fluency is a plus. 

Excellent phone/speaking voice and customer service skills. Motivated individual with a positive attitude who is willing to go the extra mile to help co-workers and customers. 

Must have a high school diploma or general education degree (GED). Associates or bachelor’s degree preferred. Two years minimum experience in a project coordinator related role. 

Must be proficient with Google platform, MS Office and able to learn new software and adapt to a fast-paced work environment. 

IICRC Certifications for Water, Fire & Odor and Mold are desirable but not required for the position 

Must have and maintain a valid vehicle operator's license, pass background and drug tests.