Communication Administrative Coordinator – Inbound Calls + Scheduling

Bilingual Communication Administrator
This is a communications and sales-support role. You are the first voice on our phone lines and the person who turns inbound calls and webform leads into scheduled appointments. Day to day, you will answer and qualify inquiries, guide the conversation professionally, and book residential surveys plus other sales appointments on the correct Outlook calendars. You will keep HubSpot CRM updated in real time, send confirmations and reminders, coordinate reschedules, and keep the sales team’s calendars full. This is 100% in-office; if you cannot sustain significant phone time, maintain disciplined CRM records, and manage multi-calendar scheduling, this role is not a fit.

Cover phones during business hours and return missed calls quickly. Qualify webforms using defined criteria, capture complete details, and route to the right rep. Schedule residential, and as you ramp, smaller commercial and fleet appointments; send confirmations and reminders. Work inside HubSpot all day—log notes, set/complete tasks, prevent/merge duplicates, and maintain clean list views. Keep calendars accurate and filled so the sales team stays busy. By Day 60, you are fully introduced to residential, commercial, and fleet services and support defined coordination tasks for the automotive department.

You are the ambassador of first impressions—calm, clear, and professional on the phone—and you turn inquiries into scheduled appointments without dropping details. You like a defined rhythm, live in the CRM during the day, and keep multiple Outlook calendars accurate. You balance warmth with precision: ask the right questions, set clear next steps, send confirmations, and follow through. Within 60 days you’re cross-trained on residential, commercial, and fleet services and can support basic automotive coordination. This role fits someone who prefers being in office, thrives on checklists and service levels, and takes pride in keeping the sales team’s calendars full.

Click Here to see what we do: 

We are a fast-growing window film and graphics company serving clients up and down the East Coast, with plans to expand nationally to 10 strategic locations east of the Mississippi. Since our humble beginnings in a Maryland garage in 2001, we have become one of the top 10 largest window film dealers in the U.S., delivering innovative solutions in window tinting, commercial graphics, and vehicle wraps. We are looking for someone who loves staying organized, taking pride in their work, and checking off their daily tasks without needing reminders. If you’re detail-oriented (hello, bullet journal enthusiasts!) and enjoy leaving work each day with a sense of accomplishment, we would love to speak with you!

• 20+ hours/week of comfortable phone coverage with a professional, steady tone
• Hands-on lead qualification and appointment scheduling across multiple Outlook calendars
• HubSpot (or similar CRM) fluency: real-time notes, tasks, clean data, and duplicate prevention
• Same-day speed-to-lead, accurate documentation, and on-time confirmations/reminders
• Strong written communication; concise, customer-ready emails and call notes
• Organized, detail-focused work habits; reliable follow-through in a time-sensitive queue
• Bilingual Spanish/English