The Project Coordinator / Inside Sales is responsible for managing inbound leads, coordinating estimates, overseeing project execution, and ensuring a smooth customer experience.

This role combines sales coordination, customer communication, and project management, ensuring that no opportunity is missed and all projects are completed efficiently.

The position requires strong organization, communication, and ownership of both pipeline and project execution.

Key Responsibilities

Inbound Lead Management (Phone-Heavy)

• Answer inbound calls and inquiries promptly and professionally
• Qualify leads based on fit, urgency, scope, and budget
• Route or advance leads through the sales process
• Ensure no inbound lead is missed or delayed

Estimate & Sales Coordination

• Schedule estimates and collect required customer information
• Follow up consistently on all open estimates
• Move opportunities through the pipeline toward closing
• Maintain visibility on all active opportunities

Project Coordination & Ownership

• Own customer projects from start to finish
• Schedule jobs and coordinate with internal teams
• Ensure timelines are met and expectations are clear
• Proactively manage project progress and prevent delays

Customer Communication

• Maintain consistent communication before, during, and after projects
• Provide updates, confirmations, and follow-ups
• Address customer issues and escalate when necessary
• Deliver a high-quality customer experience

Payment Collection

• Collect deposits and final payments via PandaDoc or similar tools
• Follow up on outstanding balances
• Ensure timely and accurate payment processing

CRM & Pipeline Management

• Maintain accurate and up-to-date records in CRM
• Track all leads, estimates, and active projects
• Ensure full pipeline visibility at all times

Administrative & Support Tasks

• Maintain job files and documentation
• Assist with administrative tasks as needed
• Support account management and repeat business efforts
• Assist with marketing tasks (reviews, testimonials, lead tracking)

Internal Coordination & Process Improvement

• Support scheduling adjustments and internal communication
• Assist in resolving minor operational issues
• Identify inefficiencies and suggest improvements
• Provide feedback during team meetings

Qualifications

• Experience in inside sales, project coordination, or customer service
• Strong communication skills (phone, email, customer-facing)
• High level of organization and attention to detail
• Ability to manage multiple tasks and priorities
• Experience with CRM systems
• Proactive and ownership-driven mindset
• Ability to work independently

Typical Work Day

• Answer inbound calls and qualify leads
• Schedule estimates and follow up on opportunities
• Coordinate projects and internal teams
• Communicate with customers
• Update CRM and track pipeline
• Manage payments and documentation

Typical Workweek

• Manage inbound lead flow and pipeline
• Ensure estimates are followed up consistently
• Coordinate active projects and timelines
• Maintain CRM accuracy
• Improve processes and workflows
• Support customer experience and retention

Performance Evaluation

Performance is measured based on:

• Response time to inbound leads
• Lead conversion and pipeline movement
• Estimate follow-up consistency
• Project completion and timeline adherence
• Payment collection timeliness
• CRM accuracy and data tracking
• Customer satisfaction and communication quality

Work Environment

• Fully remote role
• Fast-paced, customer-focused environment
• Requires strong organization and responsiveness
• Independent execution with team collaboration

Software & Tools

• CRM systems
• PandaDoc (or similar payment tools)
• Communication tools (phone, email)
• Scheduling systems
• Google Workspace

Final Notes

This role is critical to ensuring that leads are converted, projects are executed efficiently, and customers receive a seamless experience.

Success in this role means:

• No missed leads
• Consistent follow-up
• Smooth project execution
• Strong customer communication
• Accurate pipeline management

About the Client

A growing service-based company focused on delivering high-quality customer experiences through efficient project execution, strong communication, and structured sales processes.

The company operates with a strong emphasis on responsiveness, organization, and operational efficiency, ensuring that leads, estimates, and projects are managed seamlessly from start to finish.