Sales & Estimator Coordinator - 19751

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

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.

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.

• 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

• 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

• 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

• 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

• 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

• 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

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

• 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

• 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

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.

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.

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.