Project Support Specialist

Spartan Emergency Water Removal•Fredericksburg, VA

1d•$18 - $22•Onsite

About The Position

The Project Support Specialist serves as the administrative backbone of the Operations Department. This role acts as the critical link between office operations and field execution, ensuring that Project Managers have accurate documentation, compliant job files, and the administrative support needed to successfully manage projects. While Project Managers own the schedule and financial outcomes of their jobs, the Project Support Specialist ensures all supporting documentation, compliance requirements, and billing processes are complete, accurate, and maintained in real time.

Requirements

2+ years of experience in construction, restoration, or insurance preferred.
Experience with CRM systems (e.g., Albi, Salesforce, or similar).
Familiarity with insurance/TPA portals is highly desirable.
Basic understanding of construction billing concepts (draws, retainage, change orders, deductibles).
Strong organizational skills with the ability to manage multiple active projects simultaneously.
Exceptional attention to detail and accuracy.
Clear verbal and written communication skills.
Ability to de-escalate situations and communicate professionally with customers.
Comfortable working cross-functionally with operations, sales, and field teams.
Proficiency with digital tools including CRMs and document management systems.
Fast and accurate typing ability (50+ WPM preferred).

Nice To Haves

Experience with Xactimate or construction billing is a plus.
Basic sales aptitude and ability to guide customers when needed.

Responsibilities

File Compliance & Documentation: Audit job files daily in the CRM to ensure all required photos, logs, and documents are complete, accurate, and properly uploaded; monitor TPA portals for compliance and escalate risks.
Billing Support: Assist with invoice preparation by validating line items against field documentation; ensure all billing is supported by signed approvals, including change orders, prior to submission.
Schedule Coordination: Maintain accurate digital schedules that reflect field progress; assist with customer communications regarding appointments and updates; flag scheduling variances to management.
Vendor & Subcontractor Administration: Collect and verify subcontractor compliance documents (COIs, W-9s, agreements); manage lien waivers and support invoice matching for job costing.
Cross-Functional Support: Receive and set up new job files from Intake, support Estimating with administrative details, and perform final job file audits to ensure completeness prior to closeout.
Division Support: Assist with mitigation or construction-specific administrative needs, including moisture log review, billing packet preparation, selections tracking, and deposit monitoring as applicable.