Mitigation Project Manager

Team Olson believes together we can make today better! As the Project Manager you will play a pivotal role managing water, fire, mold and restoration projects from start to finish. This role ensures seamless coordination between clients, field teams, and insurance partners, leveraging job mgmt software for all project management, compliance, and documentation tracking. The Project Manager is accountable for maintaining project accuracy, communication, and financial performance through every stage of the restoration process.

Key Responsibilities

Project Setup & Assessment

●       Contact clients promptly to schedule and confirm initial assessments.

●       Conduct detailed property evaluations, capture photo documentation, and create moisture maps.

●       Develop daily work plans, assign tasks, and document all setup details within the job mgmt software.

●       Ensure all client signatures and required forms are collected and uploaded for compliance.

●       For Time & Materials projects, establish an on-site binder for crew documentation and ensure all data is mirrored in job mgmt software.

●    Scheduling of crews from project start to completion
 

Insurance & Client Communication

●       Initiate and record all adjuster communications in job mgmt software, including approvals, notes, and documentation.

●       Follow communication protocols for complex adjusters using email and job mgmt software.

●    Clearly document which adjuster authorized specific work or expenditures.
 
 

Vendor & Subcontractor Coordination

●       Submit vendor and subcontractor requests through job mgmt software for centralized tracking.

●       Coordinate materials testing and abatement bids; confirm insurance coverage and document within job mgmt software.

●       Track all vendor approvals and compliance documentation.

 

Project Management & Documentation

●       Utilize job mgmt software to manage project scheduling, budgets, compliance items, and field updates.

●       Maintain detailed job notes, photos, and moisture readings in the job mgmt software, ensuring consistency with the estimating software.

●       Communicate workload and scheduling conflicts early; consult leadership as needed.

●    For T&M projects, ensure daily entries, crew notes, and material logs are accurately documented in the on-site binder and reflected in job mgmt software.
 

Estimating & Scoping

●       Perform 360 mapping at initial inspection

●       Complete sketches and scopes in the estimating platform within 24–48 hours of loss.

●       Ensure damage sources and migration lines are clearly defined.

●    Provide field crews with daily scope details through job mgmt software.
 
 

Project Tracking & Updates

●       Monitor project value, budget status, and gross profit margins within job mgmt software.

●       Maintain daily progress updates and log all communications with adjusters and clients.

●       Request approvals for extended drying times or scope changes via job mgmt software and update all stakeholders accordingly.

●    For TPA, provide daily updates per platform requirements.
 

Project Completion, Billing, & Collections

●       Finalize estimate scope and reconcile all equipment counts, vendor charges, and photos within job mgmt software.

●       For T&M projects, review the binder for completeness and ensure all billing documentation is entered into job mgmt software or directly into the estimating platform.

●       Confirm all vendor invoices are accurate and approved for direct billing under Servpro O&P structure.

●       Obtain all required closeout documentation (Certificate of Satisfaction, Authorization to Pay) and upload to job mgmt software.

●       Achieve a 24-hour turnaround from pre-billing to final billing completion.

●       Notify accounting via job mgmt software when projects are ready for billing and approve all invoices through billing.

●    Responsible for follow-up and collection of final payment on all assigned projects 

●    Other Duties as deemed appropriate for the role by Team Olson Executive Leadership
 

 

Qualifications

●       Proven ability to manage multiple projects simultaneously.

●       Comprehensive understanding of water, fire, and mold restoration processes.

●       Proficiency in job mgmt software, estimating platforms and Google Suite.

●       Excellent communication, organization, and client service skills.

●       Strong attention to detail, documentation, and compliance accuracy.

●       Able to work independently and collaboratively.

Reports To: MUO Market Leader
 
 

Direct Reports: NA

 

MUO Leadership

Director of Administration

Director of Operations Support

Executive Administration