Customer Experience Coordinator

Havenside; Pittsburgh (Allegheny County); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Medical

Vision

PTO

401k

Job summary

Havenside Construction Group in Pittsburgh is seeking a Customer Experience Coordinator to be the trusted contact who schedules appointments, informs homeowners, coordinates with field teams, and guides projects from the initial visit to the final walkthrough.

You will build and manage schedules for assessments, installations, and service visits, prioritize the day, and keep the CRM up to date. The role rewards organization, clear communication, and proficiency with Microsoft Office.

Qualifications

• High school diploma or equivalent; Associate degree or administrative training is a nice-to-have.
• 2–3 years in customer service, scheduling, dispatch, or advanced administrative coordination.
• Background in logistics, construction, handy services, healthcare scheduling, or field service coordination is a plus.
• Natural problem-solver with the ability to size up a situation and find the most efficient path forward.
• Highly organized, able to manage multiple moving schedules without missing a beat.
• Comfortable in a fast-paced day where priorities can shift and you shift with them.
• Detail-oriented, especially documenting conversations and scheduling.
• Confident communicator who builds trust with homeowners, contractors, and teammates.

Responsibilities

• Build and manage schedules for in-home assessments and estimates, installations, service visits, and quality checks — keeping every project moving on time.
• Sequence appointments based on location, team availability, and project priority, so your day (and everyone else’s) runs smoother.
• Be the friendly, professional voice homeowners hear when inquiring about products and services, confirming visits, sharing updates, or navigating a schedule change.
• Partner closely with Project Managers, installers, and the administration team to keep every project aligned.
• Keep our CRM accurate and up to date — appointment details, case setup, changes, and status, all at your fingertips.
• Field incoming calls and scheduling questions, pointing people in the right direction with confidence and care.
• Think on your feet when cancellations, delays, weather, or staffing changes call for a quick schedule pivot.
• Support the broader team with reports, documentation, and process improvements.

Skills

Customer service

Scheduling

Communication

Problem solving

MS Office

CRM proficiency

Education

High school diploma

Associate degree / admin training

Tools

Outlook

Excel

Word

Job description

Havenside Construction Group believes we should be our clients’ home partner for life. We remodel, renovate, modify, repair and offer handyman services that support individuals and families interested in improving the aesthetics, safety and overall comfort of their home.

At Havenside, we believe outstanding employees build the foundation necessary for excellence in business. It is with this belief that we are always looking for the best qualified and most talented employees to become part of our team.

Why You'll Love This Role

At Havenside, our goal is to be our clients’ “home improvement partner for life”. To accomplish this, we need great Customer Experience Coordinators, acting as trusted points of contact who set appointments, keep homeowners informed, our field teams on track, and projects moving from first visit to final walkthrough. If you love bringing order to a busy day, solving problems on the fly, you'll thrive here.

• A role with real impact — with every conversation and schedule you build, a family will achieve their dream.
• A supportive, collaborative team culture where your organization skills are genuinely valued.
• Room to grow as Havenside expands its presence and products across the region and in new markets.
• Stable, full-time hours with a consistent Monday–Friday schedule.
• Exceptional benefits package – medical, vision, PTO, 401k, etc.

What You'll Do

In your role, you'll be part of the coordination hub, connecting installers, project managers, and homeowners — making sure every assessment, estimate, installation, and service visit happens exactly when it should.

• Build and manage schedules for in-home assessments and estimates, installations, service visits, and quality checks — keeping every project moving on time.
• Sequence appointments based on location, team availability, and project priority, so your day (and everyone else's) runs smoother.
• Be the friendly, professional voice homeowners hear when inquiring about products and services, confirming visits, sharing updates, or navigating a schedule change.
• Partner closely with Project Managers, installers, and the administration team to keep every project aligned.
• Keep our CRM accurate and up to date — appointment details, case setup, changes, and status, all at your fingertips.
• Field incoming calls and scheduling questions, pointing people in the right direction with confidence and care.
• Think on your feet when cancellations, delays, weather, or staffing changes call for a quick schedule pivot.
• Support the broader team with reports, documentation, and process improvements.

What Makes You a Great Fit

We're looking for someone who's naturally organized, calm under pressure, and genuinely enjoys helping people. You don't need a construction background — just the drive to keep things running smoothly and the people skills to make everyone's day a little easier.

• High school diploma or equivalent required; an Associate Degree or administrative training is a nice-to-have.
• 2–3 years in customer service, inside sales, scheduling, dispatch, or advanced administrative coordination — you know how to juggle a busy calendar.
• Background in logistics, construction, handy expert services, healthcare scheduling, or field service coordination is a plus, but not required.
• A natural problem-solver who can size up a situation and find the most efficient path forward.
• Highly organized, with the ability to manage multiple moving schedules without missing a beat.
• Comfortable in a fast-paced day where priorities can shift — and you shift right along with them.
• A stickler for the details, especially when it comes to accuracy in documenting conversations and scheduling.
• A confident communicator who builds trust with homeowners, contractors, and teammates alike.
• Comfortable working in a CRM or scheduling platform to keep everything accurate and on record.
• Highly proficient in Microsoft Office (Outlook, Excel, Word).

A Few Practical Details

• Full-time, Monday–Friday, with occasional flexibility for overtime or schedule adjustments based on business needs.
• Primarily desk-based work, with occasional standing, walking, or light lifting (up to 20 lbs).
• Very comfortable using a computer, phone, and standard office equipment throughout the day.

Ready to Join Us?

If you're ready to bring your organizational talent to a company that's changing how people experience home improvement — and helping families stay safely and beautifully in the homes they love — we'd love to hear from you.