Client Communications Coordinator

We're GROWING Again! EXOVATIONS® is Hiring!

• Monday - Thursday 9 am - 3 pm, Friday 9 am - 2 pm.

• WHAT DO WE DO? We design, sell, and install siding, windows, doors, roofing, and decks.

• HOW DO WE SUCCEED? We find, hire, develop, and keep great people.

• HOW DO WE BEHAVE? We act with unselfishness and integrity. We have grit and a competitive spirit. We love to laugh.

• WHY DO WE EXIST? We build opportunities for a better life.

• POSITION SCOPE:

• The Client Communications Coordinator is a key role. This person manages all client communications. They coordinate and track leads and appointments. They also maintain accurate CRM data and support sales and business development. This position is the front desk contact. They ensure a professional and welcoming office environment. They provide a high-quality client experience from the first call to post-job follow-up.

• Key Results - The successful candidate will achieve the following outcomes:

• Leads are contacted right away and followed up consistently.

• Appointments are booked accurately and tracked reliably.

• CRM and tracking data are complete, clean, and current.

• Customers feel informed, valued, and supported.

• The office environment is always welcoming, organized, and ready for clients.

• Duties:

• Skills/Qualifications:

• A team player who understands how their role supports sales, marketing, and leadership.

• A forward thinker who anticipates needs and takes initiative.

• A self-directed problem solver who can find answers and resolve issues independently.

• Someone who follows the principle: Think first. Ask second.

• Resourceful and comfortable researching systems, reviewing past activity, and using available tools before asking questions.

• Confident in making day-to-day decisions while keeping leadership informed. Professional, calm, and composed when interacting with clients, vendors, and the internal team

• Answer all inbound calls quickly and professionally. Transfer and handle calls effectively.

• Handle all inquiries that come from website forms.

• Respond to emails.

• Manage messages from Podium.

• Check social media messages.

• Address inquiries from the Smith AI answering service.

• Process leads from other sources.

• Return calls immediately for messages left on any channel.

• Accept all vendor-provided leads ASAP (Hardie, TimberTech, and Deckorators) and reach out right away.

• Accurately enter and track all customer inquiries in CRM/LCS. This includes lead source, call source, and booking method (AI, Appointments Plus, phone, text, etc.).

• Create and maintain the daily 2026 Lead & Appointment Tracker.

• Update the Business Development Director regularly on appointment totals and the percentage of the goal completed.

• Communicate weekly appointment counts per sales consultant to the Sales Director and Business Development Director.

• Support fair and effective appointment distribution based on leadership judgment.

• Review every Smith AI call for accuracy and quality. Dispute any non-qualifying or invalid calls with Smith AI, Modernize, or any paid lead services. Ensure disputes meet contract criteria and documentation standards.

• Be present at the front desk during scheduled hours.

• Greet guests, customers, and employees with a friendly and positive attitude.

• Monitor building entry and guest arrivals.

• Update the welcome sign based on scheduled visitors and meetings.

• Ensure presentation and meeting rooms are always clean, organized, and client-ready.

• After job completion, register all applicable product warranties. Email customers to confirm warranty registration. Include warranty links, instructions for filing claims, and a Google review link.