Job File Coordinator / Client Relations

Company: Western Disaster Clean Up
Job Type: Full-Time
Schedule: Monday–Friday, 7:00 AM–3:00 PM Mountain Time (Some flexibility)

About Western Disaster Clean Up

Western Disaster Clean Up is a rapidly growing disaster restoration company serving residential and commercial customers throughout Utah, Colorado, and Texas. We specialize in water damage restoration, fire and smoke cleanup, mold remediation, contents restoration, and reconstruction.

Our business moves quickly, and strong communication and organization are critical to providing an excellent customer experience. We are looking for a dependable Virtual Assistant Coordinator who can help keep our team organized, our customers informed, and our day-to-day operations moving forward.

About the Role

The Virtual Assistant Coordinator will provide administrative and coordination support to our office and field teams. This position will be responsible for answering incoming calls, monitoring active jobs, following up with team members, maintaining accurate job information, and helping ensure important tasks do not fall through the cracks.

This is a fast-paced position that requires someone who is comfortable communicating by phone, following up consistently, managing multiple priorities, and taking ownership of assigned responsibilities.

Responsibilities

Answer Incoming Calls: Professionally answer company phone calls, gather necessary information, assist callers when possible, and route calls to the appropriate team member.

New Job Inquiries: Gather information from customers calling about new water, fire, mold, or other restoration needs and promptly communicate new opportunities to the appropriate team.

Job Status Tracking: Monitor active jobs and ensure job statuses, notes, tasks, and other important information remain current.

Project Manager Follow-Up: Regularly communicate with project managers and other team members to obtain updates, identify outstanding items, and keep jobs progressing.

Customer Communication: Assist with routine customer follow-up, appointment coordination, status updates, and other communications as assigned.

Task & Compliance Monitoring: Help identify overdue tasks, missing documentation, incomplete job information, and items requiring follow-up.

Scheduling & Coordination: Assist with scheduling inspections, appointments, follow-up calls, and other operational needs.

Administrative Support: Assist management with data entry, documentation, email communication, reporting, and other administrative responsibilities.

Maintain Accurate Records: Document conversations and updates clearly so that other team members can quickly understand the current status of a job.

Follow Through: Track assigned items through completion rather than simply passing information along.

What We're Looking For

The ideal candidate is organized, dependable, professional, and comfortable taking initiative. You should be someone who notices when something is missing and follows up until it is resolved.

Qualifications

Excellent spoken and written English

Strong phone communication and customer service skills

Highly organized and detail-oriented

Comfortable making and receiving a high volume of phone calls

Able to manage multiple tasks and priorities simultaneously

Strong follow-up skills and a sense of ownership over assigned responsibilities

Comfortable working independently in a remote environment

Reliable internet connection and a professional, quiet workspace

Comfortable learning new software and online systems

Previous virtual assistant, administrative, customer service, dispatch, or coordinator experience preferred

Experience in restoration, construction, property management, insurance, or a similar service industry is a plus but not required

Technology

Candidates should be comfortable working with cloud-based business systems, including:

Google Workspace

Email and calendar systems

Cloud-based phone systems

CRM/job management software

Online documentation and file-management systems

Training will be provided on company-specific software and processes.

What Success Looks Like

A successful Virtual Assistant Coordinator helps create organization behind the scenes. Calls are answered professionally, customers receive timely communication, job information stays current, project managers are followed up with, and outstanding tasks are identified before they become problems.

We are looking for someone who doesn't need to be reminded repeatedly to follow up. If you see something that needs attention, we want you to take ownership, communicate, and help move it toward completion.

Join Our Team

Western Disaster Clean Up is continuing to grow, and this position will play an important role in supporting that growth. If you are organized, dependable, comfortable on the phone, and enjoy keeping people and processes on track, we encourage you to apply.

Job Type: Full-Time
Schedule: Monday–Friday, 7:00 AM–3:00 PM Mountain Time