Admin & Sales Coordinator

Position Overview We are looking for a detail-oriented and proactive Roofing Admin & Sales Coordinator to support our sales and operations team remotely. This role is the operational backbone of our sales pipeline — keeping jobs moving, clients updated, and nothing falling through the cracks. This is not a passive administrative role. We need someone who pays close attention, notices when something looks off, and speaks up. If a job has been sitting too long, you flag it. If information is missing, you go get it. If something needs manager review, you say so. The right person for this role is organized, communicative, and genuinely invested in keeping the machine running smoothly. Training will be provided on all systems, processes, and industry-specific tasks. No prior roofing experience is required — but a sharp eye, strong communication skills, and good follow-through are a must. Key Responsibilities Pipeline Scrubbing & CRM Management Review the sales pipeline daily to assess where each job stands in the process Identify jobs that have been stagnant or sitting at a stage longer than expected and flag them for manager review Contact sales representatives via text through the Podium phone system or CRM messaging to gather missing information and move jobs forward Update job records in the CRM accurately and promptly based on information received from the sales team Monitor the pipeline for inconsistencies, missing documentation, or stalled progress and proactively call attention to anything that needs action Escalate concerns or unusual patterns to the operations manager rather than letting issues go unaddressed Insurance Company Follow-Up Call Insurance companies on behalf of active claims Follow up on pending claims, request status updates, verify coverage details, and document outcomes in the CRM Communicate clearly and professionally with insurance adjusters and representatives Track insurance call activity and flag claims that require escalation or additional attention Maintain organized records of all insurance interactions for internal reference and manager review Client Communication Send professional, template-based emails to clients at key stages of the job process Ensure clients receive timely updates and that communications are accurate, on-brand, and sent without delay Respond to basic client inquiries or route them to the appropriate team member when needed Maintain a client-first mindset in all communications — every interaction represents Phoenix Roofing and Repair Photo Reports Create client-facing photo reports using job photos provided by the field team Organize and format reports clearly and professionally for client delivery Ensure photo reports are completed and sent to clients in a timely manner following field inspections or project milestones Estimating Support (will train) Assist with basic project estimates using company-provided templates and pricing guidelines Full training on estimating processes will be provided — prior roofing or estimating experience is not required Ensure completed estimates are entered accurately into the CRM and communicated to the appropriate team member General Administrative Support Maintain organized and up-to-date job files and records within the CRM and supporting systems Support the operations manager and sales team with day-to-day administrative tasks as needed Follow established workflows and procedures while flagging any gaps or inefficiencies to leadership Tools & Systems CRM platform — primary system for job tracking, pipeline management, and internal messaging Podium — text-based communication with sales representatives Email — client-facing communication using approved templates Phone — insurance company follow-up calls Microsoft Office or Google Workspace — document creation and general administration