Operations & Customer Coordinator

Position: Operations & Customer Coordinator

Hourly : Full Time

Pay & Benefits

• $18/hour depending on experience.
• Uniforms Provided
• Ongoing training and support – we invest in your development so you can grow with us
• Health Insurance
• No weekend work – enjoy your Saturdays and Sundays off
• Clear path for advancement as we continue to expand

The Operations & Customer Coordinator is responsible for managing daily administrative operations, customer communication, scheduling, and job tracking. This role plays a key part in keeping the business organized, ensuring jobs are scheduled efficiently, customers are taken care of, and crews stay productive.

Key Responsibilities

• Maintain CRM system (LMN)
• Respond to all incoming leads (calls, texts, emails), tracking them in the CRM
• Qualify all leads utilizing scripted questions to determine service needs, timeline, and job size
• Create estimates and send to customers in a timely manner for approval
• Track open estimates and follow up with potential customers
• Log all customer communications and special requests in the CRM
• Manage and update all customer records (contact info, property details, service history)
• Identify and fix duplicate or incorrect records
• Scheduling and Operations
• Schedule salesperson(s) for site visits
• Add approved estimates to the weekly crew schedule
• Coordinate with Operations Manager to optimize crew schedules based on job load
• Ensure that recurring services are properly scheduled
• Accounts Receivable
• Prepare and send invoices based on completed work
• Ensure all job details are accurate before invoicing
• Manage data continuity by ensuring all systems reflect accurate job completion and invoice status.
• Marketing
• Maintain customer contact list in CRM
• Support follow-ups to generate repeat business
• Assist with basic marketing efforts, including ads, social media posts and email campaigns
• Visit local businesses to pass out business cards and flyers
• Hang door signs in areas where service is already being provided

Helpful Skills & Qualifications

• Experience with CRM or scheduling software
• Strong organization and attention to detail
• Ability to handle multiple tasks (calls, scheduling, data entry) at once
• Good communication skills (friendly, clear, and professional)
• Ability to make quick decisions and prioritize work
• Basic computer skills
• Experience handling customer calls or inside sales
• Familiarity with routing and crew scheduling

Work Expectations

• Respond to new leads quickly (same day when possible)
• Keep CRM and schedule updated in real time
• Ensure no missed calls, leads, or scheduled jobs
• Maintain clear communication with both customers and team members

Success in This Role Looks Like

• Fast response and conversion of new leads into booked jobs
• Organized and efficient scheduling with minimal gaps or conflicts
• Accurate invoicing and job tracking
• Clean, reliable customer data
• Increased repeat business and positive customer experience