Project Coordinator & Lead Intake Specialist (Hybrid Role) - IICRC : Job Details

The Project Coordinator & Lead Intake Specialist is responsible for managing incoming leads, qualifying potential projects, and coordinating project schedules from start to finish. This role bridges the gap between sales, operations, and field teamsensuring a smooth transition from lead intake to project completion. In addition, this role will handle essential project documentation, code compliance research, and direct communication with customers, insurance adjusters, and other stakeholders.

• Receive and respond promptly to incoming leads via phone, email, and online inquiries.
• Gather essential project details, including customer information, service needs, timelines, and urgency.
• Qualify leads by confirming service area, project type, and scope.
• Enter and maintain lead data in the CRM system with accuracy.
• Assign leads to the appropriate sales or project manager.
• Schedule site inspections, assessments, and work start dates in coordination with operations.
• Maintain the project calendar to avoid conflicts and ensure resource availability.
• Communicate project timelines and expectations to clients and internal teams.
• Track project progress and provide regular updates to stakeholders.
• Ensure all required permits, documents, and customer approvals are obtained before work begins.
• Upload and organize project files, including construction drawings, estimates, and supporting documents.
• Conduct and document code enforcement research to ensure compliance with local, state, and federal regulations.
• Facilitate clear, documented communication with insurance adjusters regarding project scope, changes, and approvals.
• Maintain organized records of all customer and adjuster correspondence for each project.
• Serve as the primary point of contact during the intake and scheduling phases.
• Provide customers with clear information about processes, next steps, and expected timelines.
• Address client questions or concerns promptly, escalating issues when needed.
• Build and maintain professional relationships with insurance representatives, subcontractors, and code enforcement officers.
• Generate weekly reports on lead conversion, scheduling efficiency, and project status.
• Assist management with data tracking for KPI measurement.
• Ensure all project records are updated and accessible for auditing or compliance checks.

• Strong organizational and multitasking skills.
• Excellent written and verbal communication abilities.
• Proficient in scheduling software, CRM systems, and Microsoft Office/Google Workspace.
• Ability to manage multiple projects and deadlines simultaneously.
• Strong problem-solving skills with a proactive approach.
• Knowledge of construction terminology, permitting processes, and insurance claim procedures preferred.
• Previous experience in project coordination, customer service, or construction/restoration preferred.
• College degree preferred but not required.

• Lead response time.
• Lead-to-project conversion rate.
• On-time scheduling and project start rate.
• Accuracy and completeness of project documentation.
• Client and adjuster satisfaction scores.

Compensation: $50,000.00 - $65,000.00 per year