Communication Administrative Coordinator – Inbound Calls + Scheduling

AP Corp - Window Film & Graphic Solutions; Sykesville (MD); On-site; USD 40,000 - 50,000; Full time

Job summary

A leading window film and graphics company in Sykesville, Maryland, is seeking a Communication Administrative Coordinator to manage inbound calls and schedule appointments. This full-time role requires excellent phone coverage, proficiency in HubSpot CRM, and strong communication skills in both English and Spanish. The ideal candidate will thrive in a 100% in-office environment and support the sales team's scheduling needs effectively.

Qualifications

• At least 20 hours a week of phone coverage with a professional tone.
• Experience in lead qualification and appointment scheduling.
• Proficiency with HubSpot or similar CRM for real-time updates.
• Ability to document accurately and send timely confirmations.
• Strong written communication for customer-facing materials.
• Detail-oriented with a reliable follow-through.
• Ability to communicate in both Spanish and English.

Responsibilities

• Answer and qualify inbound calls and webform leads.
• Schedule residential and smaller commercial appointments.
• Keep the HubSpot CRM updated in real time with tasks.
• Maintain accurate calendars for the sales team.
• Provide first impressions with professionalism and clarity.
• Cross-train on various services and support coordination tasks.

Skills

Comfortable phone coverage

Lead qualification

Appointment scheduling

HubSpot CRM fluency

Strong written communication

Organized work habits

Bilingual Spanish/English

Job description

Overview

Communication Administrative Coordinator – Inbound Calls + Scheduling at AP Corp - Window Film & Graphic Solutions. This is a communications and sales-support role. You are the first voice on our phone lines and you turn inbound calls and webform leads into scheduled appointments. Day to day, you will answer and qualify inquiries, guide the conversation professionally, and book residential surveys plus other sales appointments on the correct Outlook calendars. You will keep HubSpot CRM updated in real time, send confirmations and reminders, coordinate reschedules, and keep the sales team’s calendars full. This is 100% in-office; if you cannot sustain significant phone time, maintain disciplined CRM records, and manage multi-calendar scheduling, this role is not a fit.

Responsibilities

• Cover phones during business hours and return missed calls quickly.
• Qualify webforms using defined criteria, capture complete details, and route to the right rep.
• Schedule residential, and as you ramp, smaller commercial and fleet appointments; send confirmations and reminders.
• Work inside HubSpot all day—log notes, set/complete tasks, prevent/merge duplicates, and maintain clean list views.
• Keep calendars accurate and filled so the sales team stays busy.
• By Day 60, you are fully introduced to residential, commercial, and fleet services and support defined coordination tasks for the automotive department.
• You are the ambassador of first impressions—calm, clear, and professional on the phone—and you turn inquiries into scheduled appointments without dropping details.
• You balance warmth with precision: ask the right questions, set clear next steps, send confirmations, and follow through.
• Within 60 days you’re cross-trained on residential, commercial, and fleet services and can support basic automotive coordination.
• This role fits someone who prefers being in office, thrives on checklists and service levels, and takes pride in keeping the sales team’s calendars full.

Qualifications

• 20+ hours/week of comfortable phone coverage with a professional, steady tone
• Hands-on lead qualification and appointment scheduling across multiple Outlook calendars
• HubSpot (or similar CRM) fluency: real-time notes, tasks, clean data, and duplicate prevention
• Same-day speed-to-lead, accurate documentation, and on-time confirmations/reminders
• Strong written communication; concise, customer-ready emails and call notes
• Organized, detail-focused work habits; reliable follow-through in a time-sensitive queue
• Bilingual Spanish/English

Employment type

• Full-time

Seniority level

• Entry level

Industries

• Administrative and Support Services