Branch Coordinator

CBx Solutions LLC; Portland (ME); On-site; USD 42,000 - 60,000; Full time

Benefits offered by this job

Health, dental, vision, prescription

401(k) with company match

Paid time off

Job summary

CBX Solutions is seeking a Branch Coordinator to support Operations in planning and executing projects at our Portland, ME site. You will focus on resource scheduling, procurement, inventory control, project documentation, and invoicing to ensure projects stay on plan.

Responsibilities include creating tickets, coordinating schedules, issuing purchase orders, managing vendor invoices, and maintaining budget updates.

Qualifications

• Associate’s or Bachelor’s Degree preferred, or an equivalent combination of education/experience
• Current and valid US driver’s license
• At least 1 year of applicable experience preferred

Responsibilities

• Creates project tickets in ConnectWise from Marked won opportunities from Inside sales
• Confirms Customer PO matches quote
• Schedules Sales to Operations turn over meeting
• Coordinates project resource scheduling based on weekly project meetings
• Issues purchase orders based on activities from PM
• Assist Corporate Payables in vendor invoice reconciliation
• Manages RMA and material returns for credits
• Updates project budget and labor tracking spreadsheets bi-weekly
• Prepare project sign off documentation and close tickets

Skills

MS Office

Communication

Organization

Customer service

Multitasking

ConnectWise

Education

Associate’s or Bachelor’s Degree preferred

Tools

ConnectWise

Job description

Build Your Career Where You Matter

Join CBX Solutions, the nation’s leading provider of architectural doors, frames, hardware, specialty products, and complete security integration services.

At CBX Solutions, trust and communication are the foundation of how we work. We foster an inclusive, collaborative culture where your voice is heard, your ideas matter, and your career has room to grow. Whether you’re a problem-solver, innovator, or passionate about service, you’ll thrive here. Be part of a team that invests in your future, celebrates your success, and values your contribution.

Why Work With Us?

We’re committed to your success, personally and professionally. You’ll have access to:

• Comprehensive Benefits: Health, dental, vision, prescription coverage, life insurance, and 401(k) with company match.
• Work-Life Balance: Generous paid time off for rest, family, and self-care.
• Career Growth: You’ll benefit from continuous learning, mentorship, and leadership training including access to CBX University, our in-house development program.
• Supportive Culture: Innovation, creativity, and teamwork are at the heart of everything we do.

The primary responsibility of the Branch Coordinator is to support Operations in planning and executing projects. The Branch Coordinator will assist in all aspects of the projects from beginning to end with main focus and responsibility for resource scheduling, procurement and inventory control, project documentation, invoicing material and labor budget. You will work in a collaborative team environment alongside sales, engineers, project managers, technical staff and senior leadership through the completion of the projects. You will be assisting project success and management by acquiring resources and coordinating efforts of the team to deliver projects according to plan.

Essential Functions

• Creates project & Tickets in ConnectWise from Marked won opportunities from Inside sales
• Confirms Customer PO matches quote
• Schedules Sales to Operations turn over meeting
• Coordinates project resource scheduling based on outcome of weekly project meetings
• Issues purchase orders based on activities received from PM
• Assist Corporate Payables in reconciling vendor invoices when there is a discrepancy with our purchase order
• Manages RMA for all defective equipment & ensures any error in ordering or unused material is returned for credit
• Manages receiving of orders, inventories material and assigns material to the project
• Issues material to the project lead and obtains signature for tracking material
• Update project budget and labor tracking spreadsheets (Bi-weekly estimate to complete reporting)
• Communicates installation scheduling with customers
• Enters installation teams work schedule in ConnectWise
• Work with Operations on resource planning, availability and allocation according to projects pipeline (resource forecasting)
• Participate in team’s project status reviews
• Ensure project documentation and final deliverables are uploaded under the documentation tab in ConnectWise upon project closeout
• Assist the PM in the drafting and issuance of change orders, budgets, and preliminary schedules
• Create CO phases in CW with associated won opportunity for CO
• Prepare project sign off documentation, Closes project/service tickets and send activity for invoice

Minimum Qualifications

• Associate’s or Bachelor’s Degree preferred, or an equivalent combination of education/experience
• Current and valid US driver’s license
• At least 1 year of applicable experience preferred

Knowledge, Skills & Abilities

• Proficient in MS Office Suite
• Strong verbal and written communication skills
• Strong organizational skills
• Strong interpersonal and customer service skills
• Ability to multi – task, work under pressure and meet deadlines
• Experience in ConnectWise, a plus

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this role, the employee is regularly required to talk, hear, and see. The employee is frequently required to stand, walk, use hands to handle or feel objects, and reach with hands and arms. This role requires frequent lifting of items weighing 5–25 pounds and occasional lifting of up to 50 pounds. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.

Work Environment

The work environment characteristics described here are representative of those an employee may encounter while performing the essential functions of this job. This position operates in both a professional office setting and a warehouse environment. The role routinely uses standard office equipment, including computers, phones, photocopiers, filing cabinets, and fax machines. Occasional travel to project sites may be required. Warehouse conditions include proximity to forklifts and other heavy machinery and the use of various tools and hardware. Employees may be subject to frequent heavy lifting and exposure to variable weather conditions, including extreme heat and cold. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.

Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this job description are representative of the knowledge, skills, and/or abilities required to fulfill the essential functions of the role. This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions in accordance with the Americans with Disabilities Act (ADA) and applicable state and local laws.

Equal Opportunity Employer

CBX Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by applicable federal, state, or local law.

We are a VEVRAA Federal Contractor and give priority referral to protected veterans. We are committed to taking affirmative action to employ and advance in employment qualified minorities, women, individuals with disabilities, and protected veterans.