1.

Project coordinator role

Some of the key roles they assist with include:

a. Marketing/Referral Tracking
b. File creation
c. Effective Communication
d. Review Estimators & PM's daily functions
e. Schedules, Supplements & Change Orders
f. Depreciation & AR collections

2. What type of communication

All types! Ongoing communication is key.

a. Initial customer contact (Set up site visit & welcome emails)

b. Internal process for setting up site visit
c. Interface with programs & track KPI metrics
d. Constant communication & frequently

3. Communication continued

a. Daily updates with Estimator/PM is essential.

b. Weekly updates with homeowners
c. Weekly correspondence w/ adjuster
d. Log notes & communication electronically

4. Project manager assistance

a. Communication with homeowner weekly (minimum once a week)

b. Purchase orders created once subs & vendors are identified.
c. Create schedule
d. Update all key performance indicators and notes (minimum once / week)

5. Project Documentation

a. Track project documentation ongoing, the coordinator can help manage this information
in real time.
b. Program metrics such as customer contact, site visit complete, estimate complete, job
start, job complete etc.
c. Project financial documentation and management
d. Project management schedule administration including production, payment and selection
scheduling.
6. Complete Project

a. Certificate of Completion (COC)

b. Notify marketing or follow-up and thank you
c. Upload COC to documents section in PM Software and programs
d. Completion photos in electronic job folder
e. Customer Survey Sent Sut
f. Job close out procedure.

7. Best Practices

a. Coordinator can’t be effective if they are the primary phone answerer.

b. We have used job diary lines to help estimators and PM’s communicator with their
coordinators.
c. Our coordinators have fast tracks weekly with their estimators and PM’s. These are
regular scheduled meetings and very rarely skipped.
d. These are critical to help insure proper communication and documentation on our jobs.