Project Coordinator (Customer Service & Scheduling)

Job Title: Project Coordinator (Customer Service & Scheduling)

Job Type: Full-time

Work Location: In person

Pay: $25.00 - $30.00 per hour

Job description:

Are you passionate about delivering exceptional customer experiences and keeping projects running smoothly? Spectrum Painting is looking for a Project Coordinator (Customer Service & Scheduling) to join our growing team. This key role ensures our customers are cared for from the moment they sign with us through the completion of their project.

What You’ll Do

As our Project Coordinator (Customer Service & Scheduling) , you’ll be the backbone of our operations, making sure jobs are organized, scheduled, and communicated clearly. You’ll work closely with our Operations Manager, field managers, crew leaders, and office staff to ensure every project runs on time and every customer feels supported.

Key Responsibilities

• Coordinate and schedule painting and flooring crews across multiple job sites.
• Answer phones, emails, and online inquiries promptly, qualifying leads based on project type (interior/exterior), location, and timeline.
• Allocate labor, tools and materials based on project scope, timelines and priorities.
• Schedule site visits for Sales Estimators optimizing routes and maximizing appointment volume.
• Communicate daily with sales estimators, field supervisors and clients regarding schedules and updates
• Assist in creating, formatting, and sending painting proposals, contracts, and estimates.
• Monitor project progress and adjust schedules as needed to address delays or changes.
• Track inventory levels and coordinate procurement of materials to prevent shortages.
• Maintain accurate records of job assignments, labor hours, and resource usage.
• Assist in resolving scheduling conflicts and operational challenges in real time.
• Initiate follow-up calls and emails with pending customers to convert leads into signed contracts.
• Ensure crews have the necessary documentation, materials and instructions before job start.
• Promote safety compliance and adherence to company standards across all job sites.
• Initiate follow-up calls and emails with pending customers to convert leads into signed contracts.
• Handle general office duties, including maintaining sales records, reporting on KPIs (Key Performance Indicators), and assisting with post-sale documentation.
• Provide stellar customer service, answering questions regarding services, providing updates on project status, and managing customer expectations.

Qualifications

• High school diploma or equivalent (associate or bachelor’s degree preferred)
• 2+ years of experience in scheduling, coordination, or construction operations (painting or flooring industry preferred)
• Strong organizational and multitasking skills
• Excellent communication and interpersonal abilities
• Good eye for photography and design; basic editing skills are a plus
• Ability to work under pressure and adapt to changing priorities
• Knowledge of construction workflows, materials, and labor requirements is a plus

Key Skills

• Time Management & Prioritization
• Problem-Solving & Decision-Making
• Attention to Detail
• Team Coordination
• Customer Service Orientation
• Resource Planning & Allocation

Work Environment

• Office-based role with frequent communication with field teams
• May require occasional site visits to monitor progress and coordinate resources
• Fast-paced environment with multiple ongoing projects

Compensation & Benefits

• Competitive salary
• Health, dental, and vision insurance
• Paid time off and holidays
• Opportunities for growth and advancement

Benefits:

401(k)

Health insurance

Paid time off

Referral program

Ability to Commute:

Pompton Lakes, NJ 07442 (Required)