Project File Coordinator

OCI Restoration – Raleigh, NC

Pay: $45,000–$65,000 per year (based on experience)

OCI Restoration is a locally, veteran-owned disaster restoration company serving the Triangle area. We specialize in water, fire, mold, trauma cleanup, odor control, and reconstruction services. As we continue to grow, we are looking for a highly organized and detail-oriented Project File Coordinator to help keep our restoration projects compliant, organized, and moving efficiently from start to finish.

If you thrive in a fast-paced environment, enjoy organization and problem-solving, and want to be part of a growing restoration company where your work truly matters, we want to hear from you.

This position plays a critical role in:

Maintaining insurance-compliant documentation
Supporting operational efficiency
Improving billing speed and cash flow
Delivering a high-level customer experience

This is an office-based administrative coordination role that works closely with project managers, technicians, estimators, customers, and insurance professionals.

Responsibilities

Job File Management

Create and maintain complete digital project files
Organize and upload photos, moisture maps, drying logs, and project documentation
Ensure all contracts, authorizations, and required forms are completed
Track missing paperwork and follow up with field staff
Maintain organized and audit-ready files

Insurance & TPA Coordination

Upload documents into XactAnalysis, Symbility, and other carrier/TPA portals
Track approvals, supplements, and documentation requests
Assist with estimate and invoice coordination
Communicate professionally with adjusters and insurance representatives

Project Coordination Support

Support mitigation and reconstruction project managers
Assist with scheduling and project tracking
Coordinate communication between office staff, field staff, and customers
Help ensure projects move efficiently through all phases

Billing & Closeout Support

Verify file completeness before invoicing
Assist with final invoice package preparation
Help reduce delays in billing and collections
Track open items needed for project closeout

Customer Communication

Communicate with customers regarding paperwork and scheduling
Provide excellent customer service during stressful situations
Help maintain a positive customer experience throughout the project

Qualifications

Preferred Experience

Restoration industry experience preferred
Administrative or project coordination experience required
Experience with insurance claims or construction administration is a plus
Experience with Symbility, XactAnalysis, or Xactimate is preferred

Skills & Abilities

Strong organizational skills
High attention to detail
Ability to multitask in a fast-paced environment
Excellent verbal and written communication skills
Strong computer and documentation skills
Ability to work independently and as part of a team

Compensation & Benefits

$45,000–$65,000 annual salary based on experience
Company-matched retirement plan
Company contribution toward employee health insurance premiums
Paid holidays
Paid vacation and sick time
Opportunities for growth and advancement
Ongoing training and professional development
Supportive team environment
Stable, growing company

Schedule

Full-time
Monday–Friday
Occasional after-hours communication may be required during emergency situations

Why OCI Restoration?

At OCI Restoration, we believe in doing things the right way — professionally, ethically, and with urgency when people need help most. We are building a strong team culture focused on accountability, customer service, and operational excellence.

When life is at its worst, we are at our best.

Apply today to join our extremely fast growing team.

Compensation: $45,000.00 - $65,000.00 per year

The IICRC is the Institute of Inspection Cleaning and Restoration Certification, a non-profit organization for the Inspection, Cleaning, and Restoration Industries. The IICRC, originally named the International Institute of Carpet and Upholstery Cleaning Inc. (IICUC), was founded in 1972 by Ed York. Since starting in 1972, the IICRC has evolved into a global organization with more than 49,000 active Certified Technicians and more than 6,500 Certified Firms around the world.

The IICRC is managed by its Board of Directors, which is composed of 15 industry leaders elected by the IICRC’s Shareholders. The Board of Directors’ function is to represent the various interests of the applicants while leading the direction of the organization. The Board of Directors meets four times per year and is tasked with the responsibility of helping shape future policies of the organization and uphold the standards that help shape the industry.

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