Client Scheduling Back Office Coordinator

Keajan Inc; East Hanover (NJ); Remote; USD 60,000 - 80,000; Full time

Job summary

An innovative company is seeking a highly organized Scheduling Coordinator & Back Office Manager to enhance customer experience and streamline operations. This role involves managing customer communications, scheduling appointments, and supporting team coordination. The ideal candidate will possess strong attention to detail, excellent communication skills, and the ability to multitask effectively. Join a forward-thinking team that values professionalism and quality service, where your contributions will directly impact customer satisfaction and operational efficiency. If you thrive in a dynamic environment and are passionate about delivering exceptional service, this opportunity is perfect for you.

Benefits

401(k)

Work-from-home

Flexible work from home options

Qualifications

• Strong attention to detail and excellent customer service instincts.
• Highly organized, self-motivated, and proactive in a remote environment.

Responsibilities

• Manage customer communications, appointment scheduling, and team coordination.
• Conduct lead intake and initial phone screenings for job applicants.

Skills

Attention to detail

Verbal communication

Written communication

Customer service

Organizational skills

Multitasking

Proactive attitude

Fluency in English

Spanish fluency

Conflict resolution

Education

Previous experience in scheduling or customer service

Tools

Jobber

CRM systems

Job description

Keajan Inc

Job Title: Scheduling Coordinator & Back Office Manager

Company: Stern Gutters

Location: Remote (Serving North and Central New Jersey)

Job Type: Full-time, Part-time, Contract

Pay: $18.00 - $24.00 per hour

About Us

Stern Gutters & Exteriors is a gutter, roofing and exterior works contractor servicing North and Central New Jersey. We specialize in various exterior installations for both residential and commercial properties. We pride ourselves on delivering high-quality workmanship while delivering a superior customer experience through fast turnaround, communication, and professionalism.

Position Overview

We’re looking for a highly organized and proactive Client Contact, Scheduling Coordinator & Back Office Manager to handle customer communications (including initial contact), manage appointment scheduling, support operations, and assist with team coordination. This is a critical role that requires attention to detail, excellent customer service instincts, and the ability to keep things running smoothly behind the scenes.

Key Responsibilities

1. Conduct lead intake, including asking select screening questions to qualify leads.
2. Answer all incoming calls, texts, and emails in a professional, warm, and efficient manner.
3. Conduct initial phone screenings for job applicants (batch twice per week); use provided interview guide.
4. Onboard new hires and ensure proper documentation.
5. Provide a second review of installation/cleaning reports before they are sent to clients.
6. Handle ad hoc requests from the President & CEO.
7. Review incomplete items on the to-do list from the previous day and carry them forward.
8. Monitor and respond to voicemails, emails, Jobber messages, and other communication channels.
9. Confirm all staff have clocked in properly; troubleshoot any time clock issues.
10. Follow up on all appointments and completed jobs from the previous day (send invoices, review requests).
11. Update and monitor Google Reviews bonus spreadsheet.
12. Record upsell events in the team bonus spreadsheet (notification from crew or GM).
13. Convert approved quotes into scheduled jobs (installation and cleaning), assign crews, and add material lists – inform customers about the scheduled events rapidly.
14. Monitor daily/next-day weather; reschedule jobs and notify customers in case of weather disruptions.
15. Double-check that crews are not double-booked for the next day.
16. Send confirmation and reminder texts/emails to clients for upcoming jobs.
17. Confirm job completion status daily; conduct check-in calls/texts and send final invoices.
18. Maintain accurate customer records in Jobber/CRM (create customer profile and job request from incoming calls).
19. Maintain crew schedule and confirm availability.
20. Verify crew hours worked vs. clock-ins; follow up on discrepancies.

Qualifications

1. Strong attention to detail.
2. Strong verbal and written communication skills.
3. Excellent phone presence and customer service instincts.
4. Highly organized, self-motivated, and proactive.
5. Ability to multitask and manage competing priorities.
6. High attention to detail; consistent follow-through.
7. Comfortable working independently in a remote environment.
8. Fluent in English; Spanish fluency is a plus.
9. Previous experience with scheduling, customer service, or administrative coordination.
10. Familiarity with Jobber or similar CRM systems is preferred.
11. Did I say attention to detail – as you can tell this is important.

Soft Skills

1. Intuitive and empathetic communicator.
2. Conflict diffuser – able to turn a tough customer call into a positive one.
3. Hungry, humble, and smart (we’ll be looking for this in candidates too!).
4. Stickler for checklist completion and process improvement.

Benefits

• 401(k)
• Work-from-home
• Flexible work from home options available.