Intake Coordinator

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.  

  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