What are the responsibilities and job description for the Customer Service & Scheduling Coordinator position at Total Paving & Brick?
The Customer Service & Scheduling Coordinator serves as the primary administrative and customer service contact for our sealcoating division. This role manages incoming inquiries, schedules estimates and projects, coordinates with crews and sales staff, and assists with invoicing and documentation.
The ideal candidate is organized, detail-oriented, and comfortable managing multiple tasks in a fast-paced office environment.
Key Responsibilities
Customer Communication
- Answer incoming calls and respond to customer inquiries
- Manage email communication and provide service information
- Schedule estimates and project appointments
- Confirm scheduled work with customers
Sales & Estimate Coordination
- Schedule appointments for sales consultants
- Enter customer and job details into company software
- Assist with estimate follow-ups and customer questions
Scheduling & Operations
- Coordinate schedules for two sealcoating crews
- Confirm upcoming projects with customers
- Adjust schedules based on weather or job conditions
- Communicate updates with field crews
Invoicing & Payment Processing
- Prepare and send invoices after job completion
- Process customer payments and deposits
- Maintain accurate job and payment records
Administrative Support
- Keep customer and project records organized
- Assist with documentation and internal coordination
- Support sales and operations teams as needed
Qualifications
Required:
- Strong organizational and communication skills
- Professional phone and customer service skills
- Comfortable with computers, email, and scheduling software
- Ability to multitask in a fast-paced office environment
Preferred:
- Bilingual (English / Spanish)
- Administrative, scheduling, or customer service experience
We are a family-owned paving and hardscape company proudly serving residential and commercial clients throughout Northern Illinois and Southern Wisconsin. Our team specializes in asphalt paving, concrete, brickwork, and pavement maintenance, delivering high-quality craftsmanship with a strong commitment to dependable customer service.
We operate in a fast-paced environment where adaptability, quick learning, and teamwork are essential. Our company culture is built on transparency, integrity, and a positive attitude—both in the services we provide and the relationships we build with our customers.
We hold ourselves to high standards and take pride in our brand. We’re looking for motivated, reliable individuals who thrive in a challenging environment and are committed to contributing to a team that values excellence and continuous improvement.
We operate in a fast-paced environment where adaptability, quick learning, and teamwork are essential. Our company culture is built on transparency, integrity, and a positive attitude—both in the services we provide and the relationships we build with our customers.
We hold ourselves to high standards and take pride in our brand. We’re looking for motivated, reliable individuals who thrive in a challenging environment and are committed to contributing to a team that values excellence and continuous improvement.