Job Title: Scheduling Coordinator & Back Office Manager Company: Stern Gutters Location: Remote (Serving North and Central New Jersey) Job Type: Full-time, Part-time, Contract Pay: $18.00 - $24.00 per hour
About Us
Stern Gutters & Exteriors is a gutter, roofing and exterior works contractor servicing North and Central New Jersey. We specialize in various exterior installations for both residential and commercial properties. We pride ourselves on delivering high-quality workmanship while delivering a superior customer experience through fast turnaround, communication, and professionalism.
Position Overview
We’re looking for a highly organized and proactive Client Contact, Scheduling Coordinator & Back Office Manager to handle customer communications (including initial contact), manage appointment scheduling, support operations, and assist with team coordination. This is a critical role that requires attention to detail, excellent customer service instincts, and the ability to keep things running smoothly behind the scenes.
Key Responsibilities
As-Needed Tasks
Conduct in lead intake, including asking select screening questions to qualify leads
Answer all incoming calls, texts, and emails in a professional, warm, and efficient manner
Conduct initial phone screenings for job applicants (batch twice per week); use provided interview guide
Onboard new hires and ensure proper documentation
Provide a second review of installation/cleaning reports before they are sent to clients
Handle ad hoc requests from the President & CEO
Daily Tasks on the Checklist
Review incomplete items on the to-do list from the previous day and carry them forward
Monitor and respond to voicemails, emails, Jobber messages, and other communication channels
Confirm all staff have clocked in properly; troubleshoot any time clock issues
Follow up on all appointments and completed jobs from the previous day (send invoices, review requests)
Update and monitor Google Reviews bonus spreadsheet
Record upsell events in the team bonus spreadsheet (notification from crew or GM)
Convert approved quotes into scheduled jobs (installation and cleaning), assign crews, and add material lists – inform customers about the scheduled events rapidly
Monitor daily/next-day weather; reschedule jobs and notify customers in case of weather disruptions
Double-check that crews are not double-booked for the next day
Send confirmation and reminder texts/emails to clients for upcoming jobs
Confirm job completion status daily; conduct check-in calls/texts and send final invoices
Maintain accurate customer records in Jobber/CRM (create customer profile and job request from incoming calls)
Maintain crew schedule and confirm availability
Verify crew hours worked vs. clock-ins; follow up on discrepancies
Qualifications
Strong attention to detail
Strong verbal and written communication skills
Excellent phone presence and customer service instincts
Highly organized, self-motivated, and proactive
Ability to multitask and manage competing priorities
High attention to detail; consistent follow-through
Comfortable working independently in a remote environment
Fluent in English; Spanish fluency is a plus
Previous experience with scheduling, customer service, or administrative coordination
Familiarity with Jobber or similar CRM systems is preferred
Did I say attention to detail – as you can tell this is important
Soft Skills
Intuitive and empathetic communicator
Conflict diffuser – able to turn a tough customer call into a positive one
Hungry, humble, and smart (we’ll be looking for this in candidates too!)
Stickler for checklist completion and process improvement
Benefits
Work-from-home