Intake Coordinator

Allied Roofing Partners; Santa Rosa (CA); On-site; USD 48,000 - 51,000; Full time

Benefits offered by this job

Medical, Dental & Vision Insurance

Life Insurance

401(k)

Paid Time Off

Paid Holidays

Career advancement opportunities

Professional development

Job summary

Capstone Roofing is seeking an Intake Coordinator to shape the first impression for customers, vendors, and applicants. You will manage incoming calls, greet visitors, and input lead information into our CRM, ensuring a warm, professional experience both in person and online.

The role requires 2+ years of administrative experience and CRM proficiency. You will support scheduling inspections, processing payments, and coordinating meetings in a fast-paced environment.

Qualifications

• 2+ years of administrative experience required.
• 1+ years of industry experience with construction, roofing, or other similar trade.
• CRM experience required.

Responsibilities

• Greets clients, visitors, and guests; determines the purpose of each person’s visit and directs or escorts them to the appropriate location.
• Answers, screens, and directs phone calls to staff; takes messages and schedules appointments.
• Receives mail, documents, packages, and courier deliveries and delivers or distributes items.
• Performs administrative and clerical support tasks as needed.
• Will collect and input NEW LEAD information into our CRM.
• Follow up as needed with leads to getting new customers scheduled for estimates.
• Assists in scheduling inspections and/or estimates, as needed.
• Assists in the permitting process as needed.
• Assists in the coordination of job approvals, as needed.
• Assists in entering payments received via mail or received from the customer in the office into our CRM / bookkeeping system, as needed.
• Updates the CRM with detailed notes each time you interact with a client.
• Assists departments / managers, as needed, with scheduling & coordinating meetings, or other company events.

Skills

Customer service

Communication

Office productivity

Phone etiquette

Data confidentiality

Education

2+ years administrative experience

Tools

CRM

RingCentral

Excel

PowerPoint

Word

Outlook

Job description

The Intake Coordinator plays a vital front-line role in shaping the first impression of Capstone Roofing(www.capstoneroofing.biz). As the initial point of contact for potential customers, vendors, and job applicants, this individual must provide a warm, professional, and helpful experience in person, by phone, and online. This position is responsible for managing incoming calls, greeting office visitors, collecting and inputting lead information.

Duties/Responsibilities:

• Greets clients, visitors, and guests; determines the purpose of each person’s visit and directs or escorts him or her to the appropriate location.

• Answers, screens, and directs phone calls to staff; takes messages and schedules appointments.

• Receives mail, documents, packages, and courier deliveries and delivers or distributes items.

• Performs administrative and clerical support tasks as needed.

• Will collect and input NEW LEAD information into our CRM.

• Follow up as needed with leads to getting new customers scheduled for estimates.

• Assists in scheduling inspections and/or estimates, as needed.

• Assists in the permitting process as needed.

• Assists in the coordination of job approvals, as needed.

• Assists in entering payments received via mail or received from the customer in the office into our CRM / bookkeeping system, as needed.

• Updates the CRM with detailed notes each time you interact with a client.

• Assists departments / managers, as needed, with scheduling & coordinating meetings, or other company events.

Education & Experience:

• 2+ years of recent administrative experience required.

• 1+ years of industry experience with construction, roofing, or other similar trade.

• Must have CRM experience.

Knowledge & Skills:

• Outstanding customer service skills.

• Proficiency in Microsoft Office Suite, including excel, PowerPoint, word, outlook and other basic software for customer and lead management.

• Excellent interpersonal, communication, organizational, and time-management skills.

• Comfortable navigating phone systems, answering phone calls, taking messages, and transferring calls. Ability to manage multiple priorities in a fast-paced environment. (we use RingCentral)

• Ability to handle sensitive and confidential information with discretion.

Work Environment & Physical Requirements:

• Ability to work flexible hours when necessary to support business needs.

• Sitting and Standing: Ability to sit for extended periods at a desk and occasionally stand or walk to access different areas of the office.

• Keyboard and Mouse Usage: Frequent use of a computer keyboard and mouse for data entry and document creation.

• Light Lifting: Occasional lifting and carrying light items such as files, papers, or small office supplies.

• Reaching: Ability to reach for items on desks or shelves.

• Vision: Good close vision to view computer screens clearly.

• Fine Motor Skills: Dexterity in hands and fingers for operating office equipment.

Compensation

• $35.00- $37.00 Hourly based on experience

• Full-Time position

• Medical, Dental & Vision Insurance

• Life Insurance

• 401(k)

• Paid Time Off (PTO)

• Paid Holidays

• Career advancement opportunities

• Professional development