Appointment Coordinator/Receptionist - Second Shift

Job Overview

We are seeking a highly organized and motivated Appointment Coordinator to join our fast\-growing team! While in this role, you will be primarily responsible for filling up the sales team's appointment schedule, providing all clients with an exceptional customer service experience, and ensuring smooth communication between customers and staff. The ideal candidate will possess strong phone literacy skills, experience using a CRM system, and background as a front desk receptionist or customer support representative. Experience in phone sales and management is preferred. A background in construction or exterior remodeling is beneficial, but it is not a requirement. We are more than willing to train the right candidate!

Responsibilities

• Coordinate and schedule in\-home or virtual consultations between potential clients and the sales team, ensuring optimal routing and time management for field staff.
• Confirm all appointments via phone, text, and email, using scripts and templates provided to maintain consistency and professionalism.
• Follow up with leads and reschedule appointments as needed, maintaining a high level of responsiveness and persistence without being pushy.
• Manage and update client records in the CRM system in real time to ensure accurate data tracking and appointment history.
• Serve as the first point of contact for incoming calls, texts, and website inquiries, providing timely and friendly responses that reflect our brand’s commitment to quality service.
• Ensure a seamless handoff between departments — from initial inquiry to sales appointment to project execution — by relaying key customer notes and expectations to relevant team members.
• Monitor appointment pipelines and provide weekly updates to the sales manager on scheduling gaps, cancellations, and lead flow trends.
• Assist in basic administrative duties, including filing digital documents, maintaining appointment logs, and helping with internal communications as needed.
• Maintain a professional and upbeat attitude in all client communications, aiming to build rapport, instill trust, and support conversion from inquiry to consultation.

Requirements

• Proven experience as a front desk coordinator or receptionist is required.
• Strong computer literacy with proficiency in Google Workspace applications.
• Excellent organizational skills with the ability to manage multiple tasks efficiently.
• Strong customer service skills and a friendly demeanor when interacting with clients.
• Previous experience in clerical work or customer support is an asset.
• Familiarity with exterior remodeling is a plus but not mandatory.

If you are passionate about providing outstanding service and thrive in a fast\-paced environment with uncapped growth potentially, we encourage you to apply for the Appointment Coordinator position within The Exteriors Company!

Job Types: Full\-time, Part\-time

Pay: $18\.00 \- $30\.00 per hour

Benefits:

• 401(k)
• Employee discount
• Flexible schedule
• Paid time off
• Professional development assistance
• Referral program

People with a criminal record are encouraged to apply

Education:

• High school or equivalent (Required)

Experience:

• Receptionist: 1 year (Required)

Language:

• Spanish (Preferred)

Shift availability:

• Day Shift (Required)
• Night Shift (Required)

Ability to Commute:

• Madison, WI 53716 (Required)

Work Location: In person