Office Coordinator

Our Mission: Impacting the lives of others at every opportunity to lift people up

Our Values Integrity – Do what is right!

Consistency – Follow the process we teach every time!

Innovation – Always look for better opportunities to make the company efficient and better customer service!

Position Overview

The Office & Project Coordinator supports the daily operations of the Nashville office and coordinates administrative workflows across Mitigation and Reconstruction. This role keeps jobs moving, billing on track, compliance requirements current, customers informed, and office operations organized.

Working closely with Project Managers, Accounts Receivable, Human Resources, and customers, the Coordinator identifies outstanding tasks, follows up on deadlines, and helps prevent administrative delays that impact job completion and payment.

The ideal candidate is organized, detail-oriented, proactive, and skilled at managing multiple priorities while delivering excellent customer service.

Roles and Responsibilities

Job Coordination & Billing

• Track incoming and active jobs across Mitigation and Reconstruction, assisting with job assignments and status updates.
• Partner with Project Managers to monitor job progress, documentation, compliance, and outstanding requirements.
• Review and finalize billing with Project Managers to ensure accuracy and timely submission.
• Assist with contents billing and identify missing information that may delay billing or job completion.
• Proactively follow up on overdue tasks and communicate issues that require attention.

Customer Service and Collections Support

• Maintain regular customer communication and provide updates throughout the job process.
• Address questions, identify concerns, and escalate issues to the appropriate Project Manager or leader.
• Coordinate with Accounts Receivable on outstanding balances, payment status, and collection follow-up.
• Help resolve billing and documentation gaps that delay payment.

Nashville Office Operations

• Maintain a professional, organized, and welcoming office environment.
• Serve as a local administrative point of contact for Human Resources and employee-related needs.
• Manage office supplies, deliveries, reception, and visitor assistance.
• Coordinate office maintenance, cleaning, landscaping, and other vendor services.
• Provide general administrative support to keep daily office operations running smoothly.

Skill Requirements

• High school diploma or equivalent required; college education or relevant experience preferred.
• Experience in office administration, construction and restoration preferred.
• Strong organization, time management, attention to detail, and follow-through.
• Excellent written and verbal communication and customer service skills.
• Ability to manage competing priorities, meet deadlines, and work independently.
• Proficiency with Google Workspace (G Suite).
• Experience with Restore 365, Xactimate, or similar project management software preferred.
• Ability to handle confidential information appropriately.
• Dependable, adaptable, proactive, and comfortable in a fast-paced environment.

Working Conditions

• Primarily office-based.
• Frequent use of computers, telephones, and other office equipment.
• Regular interaction with employees, customers, vendors, and visitors.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by associates assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed. The Company reserves the right to modify this description in the future, with or without notice to the employee. This Job Description does not create an employment contract, implied or otherwise, and employment with the Company remains at will. These responsibilities are subject to possible modification to reasonably accommodate individuals with disabilities.  

ServiceMaster by Cornerstone is a family owned franchise that has been in business for 25 years. It is one of the fastest growing franchises in the industry. Every day, we have the opportunity to impact our community as well as other communities regionally and nationally. If you find it rewarding responding to people that just experienced a disaster and helping them in this time of need, come join our team!