Project Coordinator – Evidence & Operations

The Project Coordinator – Evidence & Operations serves as the organization's designated Evidence Custodian and is responsible for maintaining the integrity, accountability, and compliance of all physical evidence under company control. This position manages evidence intake, chain-of-custody documentation, inventory tracking, evidence storage, client invoicing, evidence disposition, and related administrative functions.

In addition, this role provides administrative and operational support for the National Fire Triage Unit (NFTU), including intake, tracking, and assignment of insurance claim files to consulting experts conducting desk reviews. The position plays a critical role in supporting compliance, operational efficiency, revenue capture, and client service excellence.

• Serve as designated Evidence Custodian and maintain chain-of-custody documentation for all evidence received, stored, transferred, or released.
• Receive, document, inventory, label, track, and secure physical evidence in accordance with company procedures and industry best practices
• Conduct evidence audits, inventory reconciliations, compliance reviews, and maintain audit-ready records.
• Manage evidence storage facilities, retention schedules, storage vendors, and evidence location tracking
• Prepare evidence transmittal letters, custody transfer documents, shipping documentation, and evidence release paperwork.
• Prepare evidence disposition letters and coordinate evidence return, release, or destruction after client authorization.
• Track and invoice client charges related to evidence storage, handling, transportation, and artifact retention.
• Support investigators, consultants, attorneys, laboratories, and clients with evidence-related communications and coordination.
• Administer NFTU intake process, review submissions for completeness, and coordinate assignment of files to consulting experts.
• Track NFTU assignments, monitor turnaround times, maintain assignment databases, and provide reporting to management.

• Associate's Degree in Business Administration, Criminal Justice, Legal Studies, Project Management, Insurance, or related field preferred.
• Equivalent combination of education and relevant experience may be considered
• Minimum 3 years of experience in project coordination, operations, administrative support, evidence management, legal support, insurance claims, forensic consulting, or related field.
• Preferred experience working with evidence handling, chain-of-custody procedures, claims administration, litigation support, or investigative services.
• Strong understanding of chain-of-custody principles and evidence management practices.
• Exceptional organizational, documentation, and recordkeeping skills.
• Ability to maintain detailed inventory and audit records with high accuracy.
• Strong written communication skills for preparation of client correspondence and official documentation.
• Experience preparing invoices and tracking billable administrative activities.
• Ability to manage multiple projects and priorities simultaneously.
• Strong customer service and client communication skills.
• Proficiency with Microsoft Office Suite, databases, and case-management systems.
• Ability to work independently with limited supervision and exercise sound judgment.
• Strong problem-solving and process improvement capabilities.
• Ability to maintain confidentiality and safeguard sensitive information.
• Strong attention to detail and commitment to documentation accuracy.
• Experience with evidence management, records management, or claims administration preferred.
• Project management or administrative coordination experience preferred.
• Valid driver's license preferred for occasional evidence transportation or storage site visits.
• Ability to obtain any required company-specific evidence handling or records management training