Administrative & Scheduling Coordinator

Benefits:

• 401(k)
• Bonus based on performance
• Competitive salary
• Health insurance
• Training & development

Role: Administrative & Scheduling Coordinator

Purpose:

The Administrative & Scheduling Coordinator provides essential support to the overall business operations by assisting with scheduling, administrative tasks, and customer service. This role ensures smooth day-to-day office functions while supporting field operations, sales, and customer relations. The coordinator will assist where needed and gradually take on more responsibilities as they gain proficiency.

Safety Commitment:

All employees must conduct themselves in a safe manner at all times to ensure their safety, as well as that of customers and crew members, in accordance with company safety protocols, the Safety Manual, and training guidelines. A clear understanding of job site safety is required—safety is everyone's responsibility!

Key Capabilities & Skills:

• Punctual, reliable, and ready to work daily.
  
  
• Proficiency in office technology: Computers, Microsoft Office (Word, Excel, Outlook, Teams), and general scheduling software.
  
  
• Ability to quickly learn and adapt to new systems as the company grows.
  
  
• Strong organizational skills with the ability to multitask and prioritize responsibilities.
  
  
• Effective verbal and written communication skills.
  
  
• Professional, courteous, and customer-focused on the phone and in emails.
  
  
• Proactive problem-solving skills and ability to take initiative when appropriate.
  
  
• Willingness to assist in various administrative and scheduling tasks as needed.
  
  

Primary Responsibilities:

Scheduling & Coordination:

• Assist with scheduling and managing appointments for quotes, installations, cleanings, and service follow-ups.
  
  
• Help coordinate scheduling with field crews, ensuring efficiency and clear communication.
  
  
• Confirm appointments with customers and provide necessary details before the visit.
  
  
• Support adjustments to schedules based on job progress, weather conditions, and customer requests.
  
  
• Maintain an up-to-date calendar of appointments and job assignments.
  
  

Customer Communication & Support:

• Answer phone calls, respond to customer inquiries, and direct calls/messages as needed.
  
  
• Assist in responding to customer emails and voicemails in a timely and professional manner.
  
  
• Support sales staff by confirming scheduled quotes and following up on pending estimates.
  
  
• Help follow up with customers after work completion to ensure satisfaction and address any concerns.
  
  

Administrative & Office Support:

• Assist with general office duties: filing, copying, faxing, ordering office supplies, and maintaining organized records.
  
  
• Support invoicing and payment processing under the direction of the office manager.
  
  
• Help with payroll processing by collecting and organizing necessary information.
  
  
• Assist in drafting proposals, job scopes, and contracts as needed.
  
  
• Maintain and update the customer database with job details and communication history.
  
  

Sales & Marketing Support:

• Help track and report sales performance as directed.
  
  
• Assist with researching and coordinating marketing campaigns.
  
  
• Help manage email marketing efforts in various platforms.
  
  
• Support company participation in home shows and community events.
  
  

General Assistance & Growth:

• Provide administrative support to staff as needed.
  
  
• Learn and take on more responsibilities over time as proficiency increases.
  
  
• Assist in improving office workflows and efficiency.
  
  

Preferred Qualifications:

• Prior experience in office administration, scheduling, or customer service.
  
  
• Experience in the home services, construction, or trade industry is a plus.
  
  
• Ability to work independently and as part of a team in a fast-paced environment.
  
  

Why Join Us?

• Competitive pay and opportunities for growth.
  
  
• Supportive and dynamic team environment.
  
  
• Opp