Office Coordinator & CRM Specialist

Benefits :

401(k)

Bonus based on performance

Company parties

Competitive salary

Employee discounts

Free food & snacks

Opportunity for advancement

Paid time off

Training & development

Position Title : Office Coordinator & CRM Specialist

Employment Type : Onsite, daily 6 hours per day; 30 hours per week

Start Date : October 2025

Salary : $20–25 / hr depending upon experience

REQUIRED! SALESFORCE or MARKETSHARP!

• Please do not apply unless you have this specific CRM experience. Thank you!

Industry : Home Improvement, Home Repair, Home Services

Company Description

ClearView Window & Door is a second-generation, family-run business that has been helping Maryland homeowners upgrade their homes for over 30 years.

We specialize in custom, high-quality windows and doors , and through trusted partners we also provide siding, roofing, and deck solutions. What makes us different? We combine craftsmanship, customer care, and community spirit. Our mission : deliver an experience so good, customers can’t help but tell their friends about us.

Role Description

Come grow with us! We’re seeking an outgoing, detail-oriented, and tech-savvy Office Coordinator with a passion for organization and communication.

As the first point of contact for customers and the hub of coordination across sales, operations, and service teams, you’ll blend office coordination with CRM ownership (MarketSharp). Your work will keep leads moving, projects on track, and customers feeling supported. This role is key to ClearView’s growth from $1.5M to $3M in revenue by improving scheduling, follow-up, and customer experience.

Key Responsibilities

CRM & Technology Ownership

Serve as MarketSharp power user : workflows, templates, reminders, reports.

Manage digital contracts (fillable PDFs / DocuSign).

Ensure all photos, notes, and documents are stored in CRM.

• Track lead sources, conversion rates, and generate KPI dashboards.

Scheduling & Customer Service

First touch for incoming calls and inquiries.

Manage the MarketSharp calendar for sales, installs, service, and meetings.

Send appointment reminders; coordinate time-off requests.

Conduct sales / project follow-up calls and customer anniversary reminders.

Lead Management & Processing

Process and assign new leads; maintain MarketSharp contact records.

Ensure quotes, notes, and coding are entered by sales team.

Input sold jobs into MarketSharp; push contracts to QuickBooks.

Monitor job progress and proactively resolve issues.

• Prepare installer / service paperwork, customer gifts, and warranty folders.

Reporting & Marketing Support

Prepare weekly lead, sales, and installation reports.

Trigger review requests; monitor Google review responses.

Support creation of contracts, forms, and marketing content (photos / videos).

Maintain showroom collateral and trade show materials.

Culture & Super Power

Be the hub of communication for the team.

Organize birthdays, meetings, and team events.

Enjoy making customers happy and creating a smooth experience.

Requirements

5+ years scheduling, customer service, or office coordination experience.

Strong organizational and problem-solving skills.

Proficient in MS Office, Google Suite, Outlook, and CRM systems (Salesforce or MarketSharp).

Excellent written and verbal communication.

Tech-savvy, proactive, and process-oriented.

Friendly and professional; thrives in a small, fast-paced, family business.

Success Metrics (First 12 Months)

95%+ of leads followed up within 24 hours.

Sales conversion rate supported to rise above 33%.

90%+ of customers receive proactive project updates.

50% increase in Google reviews year-over-year.

CRM adoption across sales and operations with clean, accurate data.

Equal Opportunity Commitment

ClearView Window & Door is proud to be an Equal Opportunity Employer . We foster an inclusive, diverse workplace where every employee is valued and respected.