Termite Report Coordinator

Top Job

Located in jacksonville , NC

Salary: 11.50 (increase once hired)

Position Summary
The Termite & Pest Report Coordinator owns the Wood Destroying Insect 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 link between real estate agents, field technicians, and (where applicable) attorneys, and is responsible for making sure every report that leaves the office is complete, accurate, compliant with state requirements, and delivered before the closing deadline.
We are looking for someone who treats precision, follow-through, and rule-following as a point of pride — not a burden.
This is a customer-facing role, in which you will be dealing directly with customers/clients face to face. The Termite & Pest Report Coordinator is often the only voice of the Company that an agent, buyer, seller, or attorney hears throughout a transaction. Applicants must have a real drive to deliver the best customer service experience available.

Key Responsibilities
Intake & Coordination
-    Receive WDIR 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 & 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 wood-destroying insect activity or damage is identified, relay findings to the requesting agent and support their decision on third-party repairs versus documenting findings directly on the WDIR.
-    Update the report if third-party repair work is completed and verified after the initial findings.
Report Preparation & Delivery
-    Accurately prepare the official WDIR, ensuring full compliance with state regulatory requirements and that every required field is complete.
-    Deliver the completed WDIR 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 — this 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.