Sales & Estimating Coordinator

Remote | Full-Time
Schedule: Must maintain significant overlap with Eastern Standard Time (EST) business hours
Compensation: USD/month (depending on experience, region, and qualifications)

About the Company

We are a rapidly growing home services and construction company that has built strong momentum through exceptional customer service, quality workmanship, and a steadily expanding project pipeline.

With production operations already supported by a dedicated Project Manager and sales consultations handled directly by the founder, we are now investing in the operational infrastructure needed to scale efficiently.

We are seeking a highly organized, detail-oriented, and proactive Sales & Estimating Coordinator to become the operational backbone of our sales process. This role is critical to ensuring every lead receives timely attention, every proposal is delivered accurately, and every opportunity progresses smoothly through the pipeline.

If you thrive on creating structure, driving accountability, and helping businesses grow through operational excellence, this role offers significant long-term growth potential.

The Opportunity

This is not a traditional administrative assistant position.

You will serve as the bridge between sales consultations and closed business, ensuring that estimates are completed accurately, proposals are delivered promptly, customer follow-up happens consistently, and the CRM remains impeccably maintained.

Your work will have a direct impact on revenue generation, customer experience, and operational efficiency.

Success in this role means helping the company close more business by ensuring opportunities never stall due to delays, missed follow-ups, or organizational gaps.

Key Responsibilities

Estimating & Proposal Coordination

Build accurate project estimates using company pricing systems, field notes, measurements, photos, and project details
Prepare professional proposals and sales documents for customer delivery
Ensure estimates are completed accurately and delivered within established turnaround times
Verify pricing accuracy and proposal completeness before submission
Coordinate with the founder and project team when additional information is needed

CRM & Pipeline Management

Own the day-to-day administration of the CRM system
Maintain accurate records, notes, communications, and deal stages
Ensure every lead is actively managed and appropriately tracked
Monitor pipeline health and identify opportunities requiring attention
Maintain complete visibility into project and sales activity

Lead Follow-Up & Opportunity Management

Execute structured follow-up campaigns via email, text, and CRM workflows
Re-engage dormant opportunities and nurture prospects through the sales cycle
Identify high-intent prospects and escalate opportunities to the founder
Maintain follow-up consistency to maximize conversion rates
Ensure no qualified opportunity is overlooked

Revenue Operations Support

Track proposal status, customer responses, and next-step actions
Monitor outstanding quotes and proactively move opportunities forward
Assist in improving sales workflows and operational processes
Generate pipeline visibility and status updates for leadership

Invoicing & Payment Coordination

Generate and distribute invoices according to company processes
Track payment status and outstanding balances
Assist with accounts receivable visibility and reporting
Support administrative billing workflows as needed

Administrative & Documentation Management

Organize project documentation, photos, estimates, contracts, and customer records
Maintain orderly digital filing systems
Assist with warranty documentation and project closeout paperwork
Ensure internal systems remain accurate and current

What Success Looks Like

Within your first 90 days:

Estimates are consistently delivered quickly and accurately
CRM data is clean, complete, and fully up to date
Follow-up processes are running proactively without supervision
Proposal turnaround times improve significantly
Lead conversion opportunities increase through improved organization and responsiveness
The founder spends substantially less time on administrative and coordination tasks
No qualified leads fall through the cracks

Qualifications

Required

2–4+ years of experience in sales support, operations coordination, estimating coordination, project administration, customer success, or a related role
Strong experience managing CRM systems and sales pipelines
Excellent written and verbal English communication skills
Exceptional organizational skills and attention to detail
Ability to manage multiple priorities simultaneously in a fast-paced environment
Strong problem-solving abilities and ownership mentality
Highly proficient with Google Workspace and/or Microsoft Office

Preferred

Experience within construction, home services, remodeling, roofing, HVAC, landscaping, restoration, or other project-based industries
Previous estimating, proposal preparation, or bid coordination experience
Familiarity with invoicing, payment tracking, and accounts receivable processes
Experience working directly with founders, entrepreneurs, or small business leadership teams
Familiarity with CRM platforms such as HubSpot, JobNimbus, ServiceTitan, Salesforce, or similar systems

Who You Are

You are someone who naturally creates order from chaos.

You enjoy building systems, managing details, and ensuring tasks are completed accurately and on time. You take pride in organization, accountability, and follow-through.

You don't wait for someone to tell you what needs attention—you proactively identify gaps, solve problems, and keep projects moving.

Most importantly, you understand that operational excellence directly impacts revenue and customer satisfaction.

Career Growth

As the company continues to scale, this position offers a clear path toward increased responsibility and leadership opportunities, including:

Senior Operations Coordinator
Revenue Operations Coordinator
Sales Operations Manager
Business Operations Manager

High performers will have the opportunity to help shape systems, processes, and operational strategy as the organization grows.

Why Join Us?

Join a rapidly growing company during a pivotal stage of expansion
Work directly with the founder and play a meaningful role in company growth
Take ownership of critical business processes
Enjoy long-term career advancement opportunities
Help build the operational foundation of a high-growth organization

Final Thought

If you're the type of person who loves organization, enjoys making systems run smoothly, and gets satisfaction from ensuring nothing slips through the cracks, we'd love to hear from you.

Your impact will be felt every day through faster proposals, stronger follow-up, happier customers, and more closed business.

Sales & Estimator Coordinator - 19751