ProXpress Coordinator (73295)

Valcourt Group; Lanham (MD); On-site; USD 55,000 - 75,000; Full time

Job summary

Valcourt Group is seeking a ProXpress Coordinator to ensure exceptional client service across emergency repairs and maintenance projects. You will coordinate with clients, operations, service management, and sales to manage scope, scheduling, and documentation, delivering timely updates and seamless project flow.

The role emphasizes organization, urgency, and a customer-first mindset, with daily collaboration across departments to optimize workload and drive ongoing maintenance opportunities.

Qualifications

• Strong organizational and scheduling skills.
• Excellent verbal and written communication skills.
• Ability to manage multiple projects, priorities, and deadlines simultaneously.
• Strong customer-service and relationship-management skills.

Responsibilities

• Coordinate with clients to confirm project scope, scheduling, status and expectations.
• Provide proactive project updates throughout the life of the job and handle changes promptly.
• Maintain ProXpress scheduling calendar and ensure proper job setup in systems.
• Communicate daily with the ProXpress Service Manager on schedules and priorities.
• Lead weekly scheduling meetings with Service Manager and BDMs.

Skills

Organizational skills

Scheduling

Communication

Client coordination

Customer service

Problem solving

CRM data management

Job description

The ProXpress Coordinator is responsible for ensuring Valcourt consistently meets or exceeds client expectations for all projects performed through the ProXpress Department.

ProXpress projects may include emergency temporary repairs, leak investigations and repairs, emergency safety issues, masonry, pavers, concrete, caulking, coatings, and other small-project or building maintenance repairs.

This role serves as a central point of coordination between our clients, Operations, Service Management, and Sales teams. The ProXpress Coordinator is expected to create an exceptional customer experience through proactive communication, effective scheduling, accurate project coordination, and consistent follow-through—from the initial client contact through project completion, invoicing, and future maintenance planning.

Success in this position requires strong organization, urgency, communication skills, and a customer-first mindset.

Key Responsibilities

Client Coordination & Communication

• Communicate professionally with clients by phone and in writing regarding project scope, scheduling, status, and expectations.
• Contact clients promptly upon receiving notice to proceed and communicate tentative project start dates.
• Prioritize scheduling based on project urgency and follow established scheduling protocols for ongoing client communication.
• Provide proactive project updates throughout the life of the job.
• Manage customer scheduling requirements and address changes or concerns as they arise.
• Maintain and update the ProXpress scheduling calendar in real time as commitments are made.
• Determine whether clients have an existing Master Service Agreement (MSA), maintenance plan, or other applicable service agreement.
• Ensure every client interaction reflects Valcourt's commitment to responsive, professional, and proactive customer care.

Internal Operations Coordination

• Ensure all ProXpress jobs are properly entered and set up in company systems before work begins.
• Confirm that the service and delivery teams have all required job documentation and project information.
• Communicate daily with the ProXpress Service Manager regarding job schedules, priorities, client needs, and upcoming work.
• Identify potential increases in ProXpress workload and communicate staffing or crew requirements to the Service Manager.
• Maintain an accurate scheduling calendar and make all relevant job information readily available to the Service Manager.
• Send ProXpress follow-up notifications to the Sales team for customer meetings and future opportunities.
• Lead weekly scheduling meetings with the Service Manager and Business Development Managers (BDMs).
• Coordinate across departments to ensure commitments to clients are met or exceeded.

Sales & Estimating Coordination

The ProXpress Coordinator also supports department growth by helping manage incoming opportunities, proposals, follow-up activities, and coordination with the Sales Department.

Incoming Opportunities

• Qualify incoming phone calls and inquiries for ProXpress projects.
• Gather accurate information regarding client needs, project urgency, location, and scope.
• Prepare and submit standard flat-rate or time-and-material proposals when a site visit is not required.
• Determine when a Business Development Manager or Estimator is needed and provide the Sales Manager with all information collected from the client.
• Follow up on outstanding proposals to help close business or facilitate next steps.
• Maintain timely and professional communication throughout the sales process.
• Track and assist with complete follow-through on change orders.

Business Development Support

• Support the development and maintenance of prospecting call lists.
• Make warm outbound calls to existing Valcourt customers to identify additional service opportunities.
• Track completed and potential work by property/site and company.
• Identify follow-up opportunities for Business Development Managers.
• Help create future maintenance and repair opportunities through proactive customer outreach and project tracking.

Qualifications

• Strong organizational and scheduling skills.
• Excellent verbal and written communication skills.
• Ability to manage multiple projects, priorities, and deadlines simultaneously.
• Strong customer-service and relationship-management skills.
• Ability to communicate effectively with clients, field personnel, managers, and sales professionals.
• Proactive problem-solving skills and strong attention to detail.
• Comfortable making outbound customer and prospecting calls.
• Ability to maintain accurate information within scheduling, CRM, and project-management systems.
• Experience in construction, building services, property management, facilities maintenance, or a related service industry is preferred.
• Previous experience in project coordination, service coordination, customer service, inside sales, or operations coordination is preferred.