Inspection Report Coordinator

Pay: From $12.00 per hour Job description: The Coordinator owns the Report process from start to finish the single most detail-sensitive and time-critical function tied to a real estate closing. This person is the connective tissue between real estate agents, field technicians, and (where applicable) attorneys, and is responsible for making sure every report that leaves this office is complete, accurate, compliant with state requirements, and delivered before the closing deadline. Because this position carries real legal and financial weight in a property transaction, this is not a role for someone who is comfortable close enough. Small errors or missed fields can delay or jeopardize a closing. We are looking for someone who treats precision, follow-through, and rule-following as a point of pride not a burden. This is also, at its core, a customer-facing role. The Coordinator is often the only voice of the Company that an agent, buyer, seller, or attorney hears throughout a transaction and every one of those interactions happens under the stress of a closing deadline. We need someone with a real drive to deliver the best customer service experience available: proactive, responsive, and reassuring, even when the news in a report isn't what the customer hoped to hear. This position is a temp-to-hire! Key Responsibilities Intake and Coordination - Receive requests via website, email, or phone and collect all required information: property address, agent/contact information, buyer/seller details, and closing timeline. - Contact the requesting real estate agent to provide pricing, confirm inspection scope, and secure authorization before any inspection is scheduled. - Assign completed work orders to the appropriate technician and confirm the technician has scheduled and confirmed the appointment with the agent or customer. Review and Quality Control - Review technician-submitted findings for accuracy and completeness the same day whenever possible. - Contact technicians directly to resolve any gaps, inconsistencies, or missing documentation before a report moves forward. - When active or previous damage is identified, relay findings to the requesting agent and support their decision on third-party repairs versus documenting findings. - Update the report if third-party repair work is completed and verified after the initial findings. Report Preparation and Delivery - Accurately prepare the official reports, ensuring full compliance with state regulatory requirements and that every required field is complete. - Deliver the completed reports to the requesting agent and attorney (when applicable), timed to meet the closing deadline without exception. - Maintain organized, audit-ready records of every step in the process for each file. Customer Experience - Serve as the primary, dependable point of contact for agents, buyers, sellers, and attorneys throughout the life of a file setting the tone for how the Company is experienced. - Proactively communicate status, delays, or next steps rather than waiting to be asked, especially as a closing date approaches. - Deliver difficult or unwelcome findings with clarity, professionalism, and empathy, helping customers understand their options rather than just their problem. - Go beyond the minimum to resolve issues and answer questions, treating every interaction as an opportunity to provide the best customer experience available in the industry. Required Qualifications - High school diploma or equivalent; additional coursework or certification in office administration, real estate, or a related field is a plus. - Prior office, administrative, or customer service experience experience in pest control, real estate, title/closing, or another compliance-driven industry is strongly preferred. - A genuine, demonstrated drive to provide best-in-class customer service t is role is highly customer-centric, and every file represents a real person on a deadline. - Exceptional attention to detail and a demonstrated ability to catch errors others miss. - Strong written and verbal communication skills, with the professionalism to coordinate confidently with real estate agents, attorneys, and technicians. - Comfortable operating within firm procedures and state regulatory requirements, without shortcuts. - Ability to manage multiple active files simultaneously against hard, non-negotiable closing deadlines. - Proficient with standard office software and comfortable learning reporting/scheduling systems. Hours: Mon - Fri, 8:00 AM - 5:00 PM, with occasional flexibility required to meet closing-day deadlines. Benefits: - Health insurance - Life insurance Experience: - Administrative: 1 year (Preferred) - Customer service: 1 year (Preferred) Work Location: In person