Administrative Coordinator

We are 360 Fire & Flood, a leading national disaster restoration company committed to providing comprehensive and efficient solutions to commercial and industrial clients affected by fire, water, and other disasters. With over 200 years of combined experience in the industry, our team of highly skilled experts is dedicated to restoring your property with care and precision.

As a trusted partner to many large national corporations, we understand the importance of a timely and effective response. Our round-the-clock availability ensures that we are always prepared to mitigate the impact of any disaster and restore your property to its pre-loss condition.

Our expertise lies in working closely with our clients and insurance companies to secure the best quality restoration services possible. This collaboration enables us to streamline the restoration process and minimize risk, reducing the burden on our clients. At 360 Fire & Flood, we strive to make the recovery process as smooth and seamless as possible, allowing you to focus on what matters most.

About the Role

We are seeking a highly organized and detail-oriented Administrative Coordinator to support our Field Operations team. This role serves as a central coordination point across office and field functions, ensuring administrative processes, documentation, and communication flow smoothly across active jobs.

This is not a project management or leadership role, but it is a critical support function that helps keep operations organized, on track, and moving efficiently. The right candidate will be proactive, reliable, and comfortable managing multiple priorities while supporting a fast-paced field environment.

Key Responsibilities

Operational & Administrative Coordination

• Provide day-to-day administrative support to the General Manager and Field Operations team
• Coordinate scheduling, documentation, and administrative workflows across multiple active jobs
• Help ensure tasks, paperwork, and follow-ups are completed accurately and on time
• Support ordering of materials and onboarding of subcontractors and vendors

Job Data & Systems Support

• Enter, track, and maintain project data within job management systems
• Review data for accuracy, completeness, and consistency
• Help ensure job information is up to date and aligned across systems

File & Document Management

• Maintain organized files for all active and closed projects
• Ensure required documentation is collected, labeled, and stored according to company standards
• Manage digital records within internal and cloud-based systems
• Handle confidential and sensitive information with discretion

Field Reporting & Crew Coordination

• Review reports for accuracy and completeness
• Collect, track, and verify crew sheets and job hours
• Input workforce data into internal systems as needed

Permit & Compliance Coordination

• Prepare and submit permit applications for construction projects
• Track permit status and follow up on approvals or additional requirements
• Maintain organized records of permits, inspections, and renewals

General Administrative Support

• Answer and screen calls, coordinate meetings, and manage communications
• Perform general office duties including filing, document preparation, and record keeping
• Support additional administrative tasks and projects as assigned

Qualifications

Experience

• 2+ years of administrative or coordination experience required
• Experience in construction, restoration, or a field service environment preferred

Skills & Competencies

• Strong organizational and time-management skills
• High attention to detail and accuracy
• Ability to manage multiple priorities in a fast-paced environment
• Clear and professional written and verbal communication skills
• Reliable, proactive, and able to follow through on tasks independently
• Ability to work collaboratively across teams

Technical Skills

• Proficiency in Microsoft Office (Excel, Word, Outlook)
• Experience with job management or construction software (Proven Jobs, T&M Pro, Xactimate, or similar) is a plus

Work Environment

Primarily office-based with regular interaction with field teams

Fast-paced environment requiring flexibility and strong attention to detail

Why This Role Matters

This role plays a key part in keeping operations organized and running smoothly by ensuring administrative tasks, documentation, and communication are handled efficiently. The right person will help create structure and consistency across the team, allowing field and project leaders to stay focused on execution.