Job description:

We are a fast-growing restoration company specializing in water mitigation, mold remediation, fire damage, contents, and specialty cleaning. We are expanding rapidly and building strong systems to support long-term growth. We are serious about the customer experience, documentation, compliance, and maintaining an exceptional team culture.

We are looking for a high-level operational leader who can bring structure, accountability, and discipline to our production team while helping us scale responsibly.

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Position Overview

The Restoration Production Coordinator oversees all active jobs from intake to final payment. You will direct Project Managers and Technicians, control scheduling, own documentation standards, write and manage estimates, and ensure we get paid properly and promptly.

The ultimate objective of this role is operational excellence, outstanding customer satisfaction, and revenue optimization and collection. Projects must move efficiently. Communication must be proactive. Documentation must be correct. Billing and collections must be managed aggressively and professionally.

This role reports directly to the Owner. The Owner is growth-driven, visionary, and opportunity-focused. The Operations Manager serves as the steady operational anchor—bringing organization, prioritization, and follow-through to a fast-moving environment. You must be confident and mature enough to hold standards firmly, reinforce priorities, and help maintain structure across the organization.

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Core Responsibilities

Operational Oversight

• Oversee all active restoration projects (mitigation, mold, fire, contents, specialty cleaning).
• Direct and support 2 Project Managers and 6–8 Technicians.
• Own the master schedule and manpower allocation.
• Monitor job progress daily and escalate issues quickly.
• Ensure scopes, timelines, and production targets are met.
• Maintain strong internal communication between office and field.

Customer Experience

• Ensure customers are informed and communicated with throughout the project lifecycle.
• Confirm commitments are fulfilled on time and professionally.
• Address concerns quickly and proactively.
• Maintain a high standard of service that results in satisfied, referral-worthy clients.

Customer satisfaction is non-negotiable.

Estimating, Billing & Revenue Control

• Write Xactimate estimates for projects.
• Oversee third-party estimating vendors during overflow periods.
• Ensure estimates are accurate, thorough, and defensible.
• Submit estimates to insurance carriers and manage revisions.
• Follow up consistently with carriers and adjusters.
• Manage billing from approval through final invoice.
• Handle collections and ensure timely payment.
• Track Accounts Receivable and proactively resolve payment delays.

Primary financial objective: Get the company paid accurately and quickly.

Documentation & Compliance

• Ensure all job files are complete, accurate, and compliant.
• Audit photos, moisture logs, contracts, authorizations, and reports.
• Maintain high documentation standards.
• Enforce SOP adherence across the team.

Process Implementation, Training & Accountability

• Implement operational systems across the production team.
• Train, coach, and reinforce processes consistently.
• Hold Project Managers and Technicians accountable to standards.
• Drive compliance with workflow, documentation, and communication expectations.
• Monitor KPIs and production metrics.

This role is not about creating processes alone—it is about ensuring they are followed.

Hands-On Leadership

We are a growing small business. This role requires someone willing to roll up their sleeves and do what it takes to get the job done.

• Step in to solve problems directly when needed.
• Wear multiple hats as the company grows.
• Support the team in high-volume periods.
• Take ownership rather than delegate everything.
• Operate with a “no task beneath me” mindset.

This is a leadership role, but not a sit-back role.

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Leadership & Team Structure

• Reports directly to Owner.
• Direct report: Customer Service Representative / Office Admin.
• Oversees: 2 Project Managers and 6–8 Technicians.
• Works alongside: Business Manager (accounting/back office peer).
• Focus strictly on operations and revenue performance (not bookkeeping).

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Leadership Profile

• Extremely organized and detail-oriented.
• Strong financial and numbers mindset.
• Process-driven and compliance-focused.
• Confident and comfortable holding people accountable—including leadership.
• Direct, firm, and respected presence.
• Warm but authoritative.
• Self-motivated and execution-oriented.
• Thrives in a high-growth, high-performance environment.

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Required Qualifications

• Minimum 5 years of restoration industry experience.
• Deep experience in mitigation, mold remediation, fire, contents, and specialty cleaning.
• Fluent in Xactimate (writing, auditing, negotiating).
• Experience managing Project Managers and technicians.
• Strong understanding of insurance billing and collections.
• Proven ability to manage multiple active projects simultaneously.

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What Success Looks Like

• Projects move efficiently with minimal bottlenecks.
• Customers are well-informed and consistently satisfied.
• Documentation is clean, complete, and audit-ready.
• Estimates are strong and defensible.
• AR stays controlled and payments are collected promptly.
• Team members follow processes consistently.
• The Owner is freed to focus on growth and vision.

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Compensation is competitive and aligned with experience and performance.

This is a leadership-level operations role within a rapidly growing restoration company.

Benefits:

• Health insurance
• Paid time off

People with a criminal record are encouraged to apply

Work Location: In person