Program Coordinator / Estimator

Position Summary

We are seeking a detail-oriented and organized Program Coordinator / Estimator to support restoration operations through insurance program coordination, estimating support, and workflow management. This role is responsible for ensuring restoration projects meet insurance carrier and TPA requirements, adhere to SLAs, and are accurately documented throughout the life of the project.

The ideal candidate will have experience in restoration estimating, insurance program workflows, and client communication while thriving in a fast-paced environment with multiple priorities.

Key Responsibilities

Program Coordination & Administration

• Serve as the day-to-day coordinator for assigned restoration projects from intake through closeout.
• Maintain accurate job documentation, status updates, and compliance items within platforms including Fusion, Contractor Connection JobTrack, Accuserve, Alacrity, and other job-management systems.
• Finalize backend project tasks to ensure estimates are properly constructed and program compliance requirements are met.
• Assist with invoicing follow-up and collections support as needed.
• Audit JOC daily for out-of-compliance files and notify associated division managers.

Estimating

• Create and review estimates using Xactimate, Mobile Claims, and related estimating platforms for both program and retail customers.
• Support the estimating team during peak periods by serving as an overflow estimator.
• Review project documentation and estimates for accuracy, completeness, and compliance prior to closeout.

Client Communication

• Communicate professionally with customers, insurance adjusters, TPAs, field personnel, and internal teams regarding project scope and updates.
• Coordinate with insurance carriers and third-party administrators to resolve compliance or scope concerns.
• Send post-job customer communications, including Google review requests and satisfaction follow-ups, to help maintain a high level of customer experience.

Compliance, Quality & Performance

• Maintain working knowledge of insurance carrier and TPA program requirements, SLAs, and company procedures.
• Ensure all projects remain compliant with workflow expectations and documentation standards.
• Track and report job metrics as assigned.

Required Skills & Qualifications

• Experience in restoration project coordination, estimating, or insurance program administration, preferably within water, fire, mold, or contents restoration.
• Proficiency with Xactimate, XactAnalysis, Mobile Claims, or similar estimating platforms.
• Experience working with Contractor Connection JobTrack, Accuserve, Alacrity, or similar TPA systems.
• Strong written and verbal communication skills.
• Excellent organizational skills with strong attention to detail.
• Ability to manage multiple priorities and meet deadlines/SLA expectations.
• Basic understanding of insurance claims processes, TPA workflows, and restoration operations.

Preferred Qualifications

• Previous collections, billing, or invoicing support experience.
• Customer service experience with post-job satisfaction follow-up or review solicitation.
• Xactimate/XactAnalysis certifications or formal training preferred.

Why Join Us?

We offer an opportunity to be part of a fast-growing restoration team where your work directly impacts customer experience, operational efficiency, and project success. This role is ideal for someone who enjoys balancing operations, estimating, and client communication in a collaborative environment.

Rainbow Restoration provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Rainbow Restoration complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. Rainbow Restoration expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.