Executive Assistant / Claim Project Coordinator

Job Overview
We are seeking a dynamic and detail-oriented Executive Assistant / Claim Project Coordinator to join our team. In this pivotal role, you will support the administration, coordination, documentation, and operational management of a large luxury residential fire loss and reconstruction project. If you thrive in a fast-paced environment, possess strong organizational skills, and have a passion for problem-solving, this is the perfect opportunity to make a meaningful impact within our organization.

This role combines:

• Executive administrative support
• Insurance claim coordination
• Construction project administration
• Consultant/vendor management
• Financial tracking and reimbursement support
• Document control and operational follow-through

The ideal candidate is exceptionally organized, calm under pressure, technologically proficient, and capable of managing a large volume of moving parts across insurance, construction, remediation, environmental testing, contents handling, temporary housing, and professional services.

This person functions as an owner’s representative support coordinator helping manage a highly complex, multi-million-dollar reconstruction effort.

PRIMARY RESPONSIBILITIES

Insurance Claim Administration

• Maintain organized claim files and master tracking systems
• Track:
• ALE expenses
• Reconstruction costs
• Contents inventory
• Environmental testing
• Mitigation invoices
• Consultant fees
• Professional services
• Prepare reimbursement packages and supporting documentation
• Maintain communication logs with:
• Insurance adjusters
• Consultants
• Attorneys
• Contractors
• Vendors
• Track deadlines, approvals, submissions, and open action items
• Assist in organizing claim strategy meetings and documentation

Executive Administrative Support

• Manage calendars, meetings, scheduling, and coordination
• Coordinate site visits and consultant walkthroughs
• Draft professional correspondence and meeting summaries
• Organize digital and physical project files
• Maintain executive task lists and priority tracking
• Assist ownership with operational follow-through across multiple workstreams

Construction & Consultant Coordination

• Coordinate communication between:
• Remediation contractors
• Hygienists
• Engineers
• Designers
• Contents teams
• Insurance representatives
• Track:
• Testing schedules
• Inspections
• Demolition phases
• Deliverables
• Reporting deadlines
• Maintain meeting notes and project status reports
• Assist with contractor document collection:
• Insurance certificates
• W-9s
• Contracts
• Change orders
• Invoices

Financial & Documentation Management

• Organize and reconcile invoices and receipts
• Track expenses against insurance categories
• Assist with budget tracking and reporting
• Maintain digital backup systems and cloud file organization
• Support preparation of:
• Payment applications
• Cost summaries
• Insurance support documentation
• Reconstruction reporting packages

QUALIFICATIONS

Required

5+ years experience in one or more of the following:

• Executive administration
• Project coordination
• Construction administration
• Litigation support
• Insurance claim support
• Exceptional organizational ability
• Strong written and verbal communication skills
• Advanced proficiency with:
• Microsoft Office
• Excel
• PDF/document management systems
• Cloud storage systems
• Ability to manage confidential information professionally
• Strong follow-through and deadline management

Preferred

Experience with:

• Insurance property claims
• Construction projects
• Reconstruction/remediation
• Luxury residential projects
• Owner’s representative support
• Environmental/remediation coordination
• Experience reviewing invoices, budgets, and reimbursement documentation
• Familiarity with construction terminology and workflows

Join us in a role that combines vital administrative functions with impactful project coordination! We value energetic professionals who are eager to contribute their skills toward organizational success. This position offers an engaging work environment where your organizational talents will shine while supporting our team’s goals.

Pay: $80,000.00 - $130,000.00 per year

Work Location: In person