PROJECT COORDINATOR
Who We Are
At Integricon, we don't just restore properties beautifully, we restore peace of mind.
Every role at Integricon carries that responsibility. Regardless of title, you are an Integricon ambassador, that creating a positive experience is our number one priority, in every interaction, with every person, every time.
Our values aren't words on a wall. They're how we show up internally and externally, in calm moments, and in crisis. You'll be guided by our Customer Experience framework and supported by a team that holds itself to a simple but unified standard.
We ask everyone on our team to own it, be present, and go above and beyond to make a real difference, to everyone we encounter - it's who we are.
If that's how you move through the world, you'll have a great career here, welcome!
GENERAL ACCOUNTABILITY
Under the supervision of the Operations Manager of Residential Construction, the Project Coordinator position is responsible for a variety of duties related to job production, emergency response, administrative compliance and quality assurance. This position serves the residential market as well at times, some commercial assignments. The Project Coordinator will liaise with company personnel such as estimators, project managers, project management associates and administrative, project controls and accounting personnel. Also, they will be expected to coordinate superior customer service with vendor sub trades and work with clients to ensure the timely completion of a quality and profitable reconstruction project, while maintaining accurate and complete file management records, both functionally and financially.
MAJOR RESPONSIBILITIES
-
Work with the Reconstruction Scheduling Desk and Reconstruction Project Management Administrators to ensure project fluidity, transparent and accurate communication transfer, and that job production proceeds as projected
-
Work with assigned team to facilitate the sign up, completion and sign off for restoration projects, with a high level of internal and external customer service always
- Review both the emergency, when applicable, and repair estimate(s), the inspection report, photographs and notes to understand the scope of the loss
-
Work closely with Project Managers and the entire project team to ensure accuracy of the scope of work
-
Enter accurate scalable detail into the Company's file management software, the appropriate dates and other elements for reconstruction jobs as lead by Recon Desk
-
Work with the Scheduling Desk and/or Project Manager on file, to confirm details of the job, and discuss any scheduling notes, material selections, timing or change orders that are required
-
Contact insured(s) to book and confirm appointment time, sign up the job with a high degree of empathy, understanding through listening skills, and communicating these nuances to the project team
-
Attend at loss location with the insured and/or property owner to facilitate the following with immediate impact:
-
Review and appreciate the insured's loss with a high degree of understanding, customer service, empathy and kindness. Showing expertise, reassurance and outstanding communications that represent the Integricon brand. You are the face of the company.
-
Build the phenomenal experience and relationships from the outset with the insured, trades and insurance adjusters. Instilling trust and a high touch level of reliability, integrity and care.
-
Review with the client the scope of work to be performed
-
Review with and have the insured sign the appropriate Access and Authorization form if applicable
-
Photograph and record any variances between the approved estimate and the actual scope of work required and report these variances to the Recon Desk
-
Discuss and provide material selection forms as required
-
Present any revised or supplemental estimate to the insured, discuss the change(s) required and obtain signature(s) on revised Access & Authorization form
-
Collect any monies payable, as required for upgrades or additional work
-
Collect any deductible or Tax monies payable, as required, prior to the commencement of work
-
Provide the insured and/or property owner with contact information for the PM and PMA on the file
-
Review with the insured and/or property owner, all safety aspects, and risks appropriate to the circumstances, the general reconstruction process as well as the proposed schedule, and communication processes so that the insured and/or property owner has an appropriate level of expectation true to the Integricon brand
-
Return completed and signed A&A's and collected payments to the PMA
-
Communicate on a regular basis, as required, with the insured and/or property owner; communicate through the Company's file management software and/or XactAnalysis notes with insurance company
-
Prepare a comprehensive and realistic project schedule and revise said schedule as necessary as the project progresses
-
Identify any problem in the work schedule, changes or additional work and alert the Scheduling Desk, Project Manager, insurance adjuster and insured and/or property owner to such problem(s)
-
Review with Recon PMA and update the job management report on a regular basis
-
Instruct sub trades and/or in-house resources and issue Purchase Order(s) and/or Work Order(s) to meet scope, scheduling requirements and profitability
-
Resolve any production-related concerns and/or sub trade complications
-
Maintain professionalism, ethics and company interests at all times
-
Issue trade warning notices or performance back charge letters
-
Prepare and correct project deficiency list
-
Confirm completion dates are on schedule and book and confirm final sign off inspection meetings with insured.
-
Attend final visit at loss location with insured to facilitate the following:
-
Review that the entire scope of work was completed to the client's satisfaction
-
Photograph and record any undocumented variances and/or workmanship issues and report such variances to the Project Manager
-
Photograph completed work and upload photos to XactAnalysis
-
Obtain a signed Certificate of Satisfaction and Direction of Payment form and Surveys
-
Collect any outstanding monies payable
-
Request the endorsement of co-payable cheques, if required
-
Provide warranty information to insured
Report any internal or grave concerns and/or gross negligence to the Operations Manager of Residential Construction.
KEY ATTRIBUTES
-
Outstanding communications and customer service skills
-
High attention to detail, functionally and financially
- Proficiency in the use of Microsoft Office, Google Workspace Suite and a variety of standard technologies
-
Working knowledge and familiarity with the building envelope as well as the appropriate building code(s)
-
A working knowledge of standard office equipment
- Highly organized and able to maintain systems to keep orderly records and to effectively manage different and numerous tasks simultaneously.
-
Able to relate with equity, kindness, collaboration and humility with our entire National Team, Leadership, Colleagues, Clients Groups and the Public
