Client Services Coordinator

This is a remote position.

Job Title: Client Services Coordinator

Company Overview

We are a rapidly growing construction company specializing in premium glass fencing and pool enclosures. Our mission is to create safe beautiful outdoor living spaces that allow families to enjoy their homes with peace of mind. As a Client Services Coordinator you will be the core link between our company clients suppliers and installation teams. You ll use your exceptional communication skills to nurture client relationships while your organizational talents will ensure each project runs smoothly from initial inquiry through to final inspection. This is an opportunity to join a dynamic team committed to quality workmanship and outstanding customer experiences.

Core Values

• Customer Focus: Putting the client first and delivering an exceptional experience.
  

• Quality Workmanship: Taking pride in our craftsmanship and attention to detail.
  

• Integrity: Being honest ethical and accountable in all our actions.
  

• Continuous Improvement: Constantly learning adapting and optimizing our processes.
  

Mission

By the end of 2025 have the operational capacity and contractor workforce (810 vetted subcontractors) in place to handle $5 million in annual revenue for the company. Implement robust systems for lead qualification contractor coordination inventory management and compliance documentation to support this growth trajectory.

Challenges

• Losing key team members and struggling to find suitable replacements.
  

• Lack of consistent processes in place leading to missed followups and lost sales opportunities.
  

• Scaling the business to $5 million in revenue while being bogged down in daytoday operations.
  

• Juggling business demands with being a single parent impacting worklife balance.
  

Pain Points Addressed

• Improving customer service and responsiveness to maximize conversion of leads to booked jobs.
  

• Reducing the overwhelming stress and task backlog currently falling on Anthony by taking over key communication and administrative responsibilities.
  

• Ensuring all jobs have the required documentation materials contractor coordination and quality checks completed within appropriate timeframes.
  

• Maintaining uptodate financial records by accurately capturing costs invoicing promptly and monitoring payments.
  

Responsibilities

• Client Communication:
  

• Manage all client communication channels (phone email social media).
  

• Respond to client inquiries timely and professionally.
  

• Keep clients informed through regular updates on job status.
  

• Lead Qualification & Sales:
  

• Qualify incoming leads and provide detailed quotes/estimates.
  

• Increase in conversion rate of leads to booked jobs.
  

• Project Coordination:
  

• Schedule installations by coordinating clients teams and suppliers.
  

• Organize all job documentation (plans permits contracts etc.) and ensure compliance.
  

• Conduct site inspections and quality assurance checks.
  

• Financial Management:
  

• Process invoices matching costs to appropriate jobs.
  

• Follow up on outstanding payments and accounts receivable.
  

• Maintain accurate job costing and profitability reporting.
  

• Process Improvement:
  

• Continuously document and improve processes/workflows.
  

• Crosstrain team members on processes for business continuity.
  

Key Priorities/Outcomes

• Communication:
  

• Provide timely responses to all client inquiries (calls emails social media).
  

• Qualify leads and provide professional quotes.
  

• Represent the company through a consistent branded voice.
  

• Success Metrics: Clients proactively informed 24hour turnaround on inquiries increased leadtobooking conversion rate.
  

• Operations/Compliance:
  

• Organize all job documentation.
  

• Schedule installations efficiently.
  

• Conduct site inspections and maintain compliance records.
  

• Success Metrics: Complete and accessible job requirements no delays due to missing documentation/materials passing random audits.
  

• Bookkeeping:
  

• Match supplier invoices and material costs to appropriate jobs.
  

• Generate and send invoices to clients promptly.
  

• Follow up on outstanding payments/accounts receivable.
  

• Success Metrics: Accurate job costing minimal overdue invoices uptodate profitability reporting.
  

• Systems/Processes:
  

• Document and update all processes/workflows.
  

• Train team members on standard operating procedures.
  

• Success Metrics: Clear documentation for training elimination of inefficient processes effective crosstraining
  

Critical Tasks

• Respond to all client inquiries via phone email and social media.
  
• Qualify leads and provide detailed quotes/estimates.
  
• Schedule installation jobs by coordinating clients teams and suppliers.
  
• Prepare job documentation and ensure compliance.
  
• Conduct site inspections and quality assurance checks.
  
• Process invoices by matching costs to appropriate jobs.
  
• Follow up on outstanding payments and accounts receivable.
  
• Continuously document processes and optimize workflows.
  
• Order materials and maintain inventory levels.
  
• Manage team communication and coordination.
  

Requirements

• Minimum 2 years experience in administration or customer service.
  

• Excellent written and verbal communication abilities.
  

• Highly organized with strong attention to detail.
  

• Proficient with Microsoft Office Xero and CRM tools like HubSpot.
  

• Ability to learn new software and processes quickly.
  

• Experience in the construction industry is an advantage.
  

Skills for Hiring

• Required Skills/Qualifications:
  

• Exceptional written and verbal communication abilities.
  

• Highly organized with strong attention to detail.
  

• Proficiency with Xero accounting software.
  

• Experienced with CRM tools like HubSpot.
  

• Solid skills with Microsoft Office suite.
  

• Background in administration and customer service.
  

• Helpful/Nice to Have:
  

• Experience with construction/trade industries.
  

• Knowledge of building codes and compliance requirements.
  

• Familiarity with project management principles.
  

• Understanding of digital marketing channels (social media Google ads etc.).
  

Independent Contractor Perks

• Permanent work from home
  
• Immediate hiring
  
• Steady freelance job