Role Description VirtueStaff is seeking a highly organized and software-proficient Restoration Project Coordinator & Estimator to anchor our client's operations and field logistics. In this role, you will manage the full lifecycle of property damage recovery projects—from the initial emergency call to the final insurance payout. You will serve as the central communication hub connecting property owners, field technicians, subcontractors, and insurance adjusters. The ideal candidate has direct experience in the property damage restoration industry and is fully proficient in running DASH, Encircle, and Xactimate. - Dispatch and coordinate emergency restoration crews and subcontractors for water, fire, mold, and storm damage deployments - Schedule property inspections and job estimates, monitor ongoing project timelines, and ensure all work orders are fully completed and documented - Proactively follow up on job progress and provide regular, empathetic status updates to residential and commercial property owners navigating a disaster - Administer Xactimate estimates and systematically manage job documentation across DASH and Encircle - Gather required compliance documentation, upload files directly to insurance portals, and track claims statuses to accelerate file closure - Facilitate clear, documented communication between homeowners, insurance adjusters, and internal project managers - Manage the primary company email inbox, handle incoming calls, and coordinate executive calendars and meetings - Perform accurate data entry, maintain current records within the CRM, and prepare operational reports and presentations Qualifications - Direct experience working within a property damage restoration or loss mitigation company is required - A solid understanding of the operational phases of Water Mitigation, Fire/Smoke Restoration, Mold Remediation, and Emergency Board-Ups - Strong knowledge of property insurance claims processes, industry compliance guidelines, and adjuster expectations - Proven, hands-on ability to run DASH, Encircle, and Xactimate. Candidates without experience in these three platforms will not be considered - Proficiency in modern CRM platforms, digital document management, and standard office software. Benefits - Work From Home - Performance Bonus

• Work as a liaison for the customer to identify project requirements and specifications • Administer and organize projects and support teammates • Responsible for clear and efficient project communication with the customer and project stakeholders • Daily project(s) oversight to include monitoring status, audit, and work-in-progress • Create preliminary estimate using estimating software • Review and validate job site documentation • Work closely with Project Managers to ensure thorough and accurate project documentation from beginning to end • Collaborate and assist with other departments, as needed

• Develop comprehensive project plans, including timelines, budgets, and resource allocation • Create and maintain project schedules • Work with project teams to remove roadblocks • Oversee all phases of the project, from initial design and permitting to final walkthrough and client handover • Coordinate and manage subcontractors, suppliers, and internal resources • Ensure adherence to building codes, safety regulations, and quality standards • Build the project timeline framework • Coordinate and schedule inspections, deliveries, and site visits • Proactively address and resolve scheduling conflicts and delays • Use project management software to maintain schedules and track progress • Collaborate with design, sales, and accounting to keep the process transparent and on track • Maintain regular communication with clients • Build and maintain strong client relationships and ensure customer satisfaction • Conduct regular meetings with clients and subcontractors • Clearly communicate project expectations and progress • Prepare and submit regular scorecard reports to management • Evaluate team performance based on data analysis

• Provide administrative support to project team members and leadership. • Coordinate with internal and external team members to obtain and collate project updates, deliverables, and weekly recaps to prepare weekly project status email. • Organize and set up onsite/virtual project meetings as needed and coordinate scheduling across internal staff and external client representatives. • Serve as the primary coordinator for meeting documentation by capturing notes, coordinating SME review, and distributing finalized summaries and action items. • Ensure client-facing reports meet standards by coordinating inputs, proofreading, formatting, and serving as a final quality checkpoint before delivery. Support proposal and contracting efforts. • Prepare team memos and presentations. • Review, research, and respond to consultant statements, including working with accounting to resolve issues. • Support the Practice and Operations leaders in reviewing project/program performance. • Assist Project Managers in the review/approval of consultant invoices. • Monitor flow of all processes across the program/project and provide research and feedback as necessary. • Assist the Principals and Project Managers in the development of fees during proposals. • Prepare complex spreadsheets and data analysis using Excel and Power BI. • Assist with project staffing data in Deltek Vision Project/Resource Planning. • Maintain records for financial status of projects. • Work with individual Project Managers to prepare approvals for additions to scope of work and approve and process payables for services. • Set up and maintain project files according to firm standards. • May assist with other marketing-related tasks including proposal presentations when requested. • Serve as the “librarian” for Smart Buildings processes, procedures, templates, and documentation by organizing, maintaining, and continuously improving access to internal resources and standards. • Work with practice leaders and subject matter experts to document and formalize workflows, templates, and internal guidance materials. • Support team onboarding by helping new staff become familiar with Smart Buildings tools, templates, workflows, and resources. • Assist with offboarding coordination for Smart Buildings tools, documentation, and resource access. • Support operational reporting by gathering and organizing project and operational data and assisting with the creation and refresh of dashboards and reports using Excel and Power BI. • Maintain and distribute operational dashboards and reporting outputs.