Office Administrator

Sunspace Deck and Shade Solutions; Port Clinton (OH); On-site; USD 24,796 - 30,307; Full time

Job summary

Sunspace Deck and Shade Solutions in Ohio seeks an Admin / Client Communications Coordinator to manage daily customer communications. You will answer inbound calls, triage messages, schedule estimates and site visits, follow up on quotes, and maintain accurate lead records in the CRM.

Based in the Wauseon office, this role requires steady phone coverage during business hours and real-time documentation. Ownership alignment with customers is crucial to keep interactions organized.

Qualifications

• Capable of handling a high volume of phone calls throughout the day.
• Proficient data entry and accurate record-keeping.
• Authorized to work in the United States and able to pass a background check.

Responsibilities

• Answer and triage inbound calls, texts, and emails (20–50 contacts daily).
• Distinguish warranty, routine, sales, and vendor inquiries and route appropriately.
• Own scheduling and confirmations for estimates, site visits, and installs.
• Follow up on quotes until a clear yes or no is obtained.
• Support pre-install coordination on commercial jobs (zoning, permitting, engineering).
• Log every lead with accurate contact information in the tracking system.

Skills

Phone handling

Data entry

Work authorization (US)

Tools

CRM systems

Scheduling software

Job description

The Admin / Client Communications Coordinator manages the daily flow of customer communication for Sunspace, including answering and triaging inbound calls, running scheduling and confirmations, following up on open quotes, and maintaining accurate lead records. This role works closely with ownership to keep every customer interaction organized and on track. This role is based in the Wauseon office and requires steady phone coverage during business hours, with call volume that varies day to day and can be heavy in the mornings. The role requires accurate, real time documentation of every call and lead, even on busy days. Most days, one person is responsible for the full scope of inbound communication, scheduling, and quote follow-up.

Responsibilities

• Answer and triage inbound calls, texts, and emails, typically 20 to 50 contacts per day
• Distinguish warranty emergencies, routine questions, sales inquiries, and vendor calls, and route each to the right person
• Own scheduling and confirmations for estimates, site visits, and installs as the single point of record
• Follow up systematically on quotes that have gone quiet until each is a clear yes or no
• Support pre-install coordination on commercial jobs, including zoning, permitting, and engineering communication
• Log every lead with accurate contact information and job context in the company's tracking system

This role is measured by call responsiveness, schedule accuracy, quote follow-up completion, and a clean, current lead log.

Qualifications

Requirements

• Comfortable handling a high volume of phone calls throughout the day
• Basic computer and data entry proficiency
• Authorized to work in the United States
• Able to pass a background check

Preferred Qualifications

• Administrative or customer service experience
• Experience with scheduling or CRM-style systems
• Experience in a high call volume environment
• No construction or trades industry experience is required. We will train the product and process.

Why work at Sunspace Deck and Shade Solutions

Direct access to ownership, with no layers of management A real career path as the company grows The opportunity to help build the company's CRM and lead-tracking system from the ground up Compensation: $18 - $22 hourly

• Answerandtriageinboundcalls,texts,andemails,typically20to50contactsperday
• Distinguishwarrantyemergencies,routinequestions,salesinquiries,andvendorcalls,androuteeachtotherightperson
• Ownschedulingandconfirmationsforestimates,sitevisits,andinstallsasthesinglepointofrecord
• Followupsystematicallyonquotesthathavegonequietuntileachisaclearyesorno
• Supportpre-installcoordinationoncommercialjobs,includingzoning,permitting,andengineeringcommunication
• Logeveryleadwithaccuratecontactinformationandjobcontextinthecompany'strackingsystemThisroleismeasuredbycallresponsiveness,scheduleaccuracy,quotefollow-upcompletion,andaclean,currentleadlog.