Construction Operations Coordinator - Client Communication, CRM & Scheduling

We are hiring a highly organized Construction Operations Coordinator to serve as the communication and information hub connecting prospective customers, active clients, project managers, field personnel, subcontractors, administration, and company leadership.

This is not a receptionist-only position. It is a hands-on coordination role for someone who is comfortable managing phones, appointments, CRM records, project information, customer follow-up, and operational exceptions throughout the day.

The right person enjoys helping customers, follows through consistently, maintains accurate records, and remains calm while priorities change in a fast-moving construction environment.

What This Role Actually Involves You will spend a significant part of each day:

• Responding to inbound leads and making outbound follow-up calls
• Scheduling and preparing Zoom consultations and on-site appointments
• Assigning routine appointments to project managers using established criteria
• Updating stages, owners, notes, due dates, blockers, and next actions
• Monitoring customer calls, texts, emails, and CRM conversations
• Following up after consultations and site visits
• Routing client and project information to the correct person
• Checking that expected automated customer communications occurred
• Identifying stalled handoffs and escalating urgent exceptions
• Keeping active records complete, current, and understandable

This position requires someone who enjoys bringing order to fast-moving work and does not mind detailed, repetitive follow-through.

Primary Responsibilities Lead and Appointment Coordination

• Respond promptly to new inquiries by phone, text, or email.
• Review inquiries for complete customer, property, project, plan, and scheduling information.
• Document every contact attempt, outcome, owner, next action, and follow-up date.
• Coordinate Zoom consultations and on-site appointments.
• Assign routine appointments using established company criteria.
• Escalate assignment or scheduling exceptions when necessary.
• Prepare project managers with complete information before customer appointments.
• Follow up after consultations and site visits to keep proposals, scheduling, and customer decisions moving.

Customer Communication

• Monitor customer calls, texts, emails, and CRM conversations throughout the day.
• Respond directly to routine questions using approved company information.
• Route technical, contractual, financial, and scheduling questions to the appropriate team member.
• Help coordinate customer-facing schedule updates, weekly project communications, appointments, and document requests.
• Maintain a calm and professional tone when customers or schedules are under pressure.
• Escalate urgent issues without making unauthorized promises.

CRM and Project-System Administration

• Maintain accurate records in GoHighLevel and JobTread.
• Keep stages, statuses, owners, notes, due dates, blockers, and next actions current.
• Verify that expected customer workflows and automated messages have run.
• Use approved manual follow-up when an automation or handoff fails.
• Help prevent duplicate, premature, or inaccurate customer messages.
• Route plans, permits, selections, photos, field updates, and subcontractor information to the correct JobTread project or responsible team member.
• Keep important information out of isolated text messages and email threads by saving it in the correct company system.

Operational Follow-Through

• Review stalled leads, overdue handoffs, unresolved customer needs, and system exceptions daily.
• Keep leadership informed about urgent or recurring operational problems.
• Support billing handoffs by routing invoice backup, payment questions, and blockers to the appropriate finance or leadership contact.
• Follow open items until they are completed, reassigned, or formally escalated.
• Help improve checklists, workflows, templates, and tracking processes when recurring problems are identified.

What Success Looks Like A successful Construction Operations Coordinator ensures that:

• New leads receive prompt attention and have a documented next action.
• Appointments are complete, assigned, prepared, and dispatched on time.
• Customer messages are acknowledged or routed by the end of the business day.
• Every active lead and project has an accurate owner, stage, next action, and follow-up date.
• Proposal follow-ups and customer workflows occur without missed or duplicate messages.
• Plans, photos, notes, selections, and project updates are stored in the correct system.
• Urgent exceptions are escalated instead of silently carrying over.
• Project managers receive the information they need to serve customers effectively.
• Leadership can quickly understand what is stalled, why it is stalled, and who owns the next action.
• Customers experience organized, professional, and consistent communication.

Applicants must have:

• At least three years of professional coordination experience involving customers, schedules, appointments, dispatch, projects, or service operations.
• At least one year of experience in construction, remodeling, solar, restoration, HVAC, plumbing, electrical, property services, design-build, or another field-service environment.
• At least one year of daily CRM, dispatch, scheduling, or project-management software use.
• Demonstrated experience maintaining detailed notes, statuses, owners, tasks, and follow-up dates.
• Professional phone, email, and text communication skills.
• Experience making outbound customer calls-not only answering inbound calls.
• Strong organization, follow-through, and attention to detail.
• The ability to manage competing priorities without losing important information.
• Sound judgment about when to act, route a request, or escalate an issue.
• Confidence learning new CRM, scheduling, project-management, and cloud-document systems.
• The ability to protect confidential customer and project information.
• Consistent availability to work on-site Monday through Friday from 8:00 AM to 4:00 PM.
• The ability to commute reliably to San Diego, CA 92111.

A college degree is not required. Demonstrated experience, judgment, communication, and follow-through are more important for this position.

Preferred Experience Experience with any of the following is helpful:

• GoHighLevel
• JobTread
• Buildertrend
• ServiceTitan
• Procore
• Monday.com
• Salesforce
• Construction scheduling or dispatch software
• Residential permitting or inspection coordination
• Subcontractor and field-team coordination
• Proposal or billing handoffs
• CRM workflows and automated customer communication

GoHighLevel and JobTread experience is preferred but not required if you have demonstrated daily experience with comparable systems., * Are you comfortable making prompt outbound calls to new customer inquiries and follow-up calls throughout the day?

• Do you have at least one year of experience in construction, remodeling, solar, restoration, HVAC, plumbing, electrical, property services, design-build, or another field-service environment? If so which industry?
• Which CRM, scheduling, dispatch, or project-management systems have you personally updated as part of your daily work? Describe what information you were responsible for maintaining.
• Approximately how many customers, calls, appointments, technicians, or active projects did you coordinate simultaneously in your most relevant position?

Experience:

• professional dispatch or project coordination: 3 years (Preferred)
• CRM: 1 year (Required)

• You are looking for remote or hybrid work.
• You do not enjoy making outbound phone calls.
• You prefer strategy but dislike detailed record maintenance.
• You are uncomfortable following up repeatedly until an item is resolved.
• You avoid escalating problems when another team member or leader needs to act.
• You are not comfortable working in multiple software systems throughout the day.
• You view accurate notes, stages, owners, and follow-up dates as secondary administrative work.

Why Join CRS Builders

• Play a central role in improving the customer experience from initial inquiry through project completion.
• Work with an established San Diego general contractor focused on substantial residential projects.
• Receive structured onboarding with written procedures, checklists, templates, and role-specific training.
• Develop experience across CRM operations, customer service, construction coordination, scheduling, and process improvement.
• Help build clearer systems and more consistent customer communication as CRS Builders grows.

Pay: $25.00 - $30.00 per hour

CRS Builders Inc. is a licensed general contractor serving San Diego County. We specialize in ADUs, JADUs, garage conversions, home additions, custom homes, and substantial residential remodeling projects.