Inside Sales & Operations Coordinator

Qualifications and requirements

• Exceptional spoken and written English, with proven experience handling live conversations with U.S. customers.
• A warm, confident, persuasive phone presence. You listen carefully, explain clearly, and stay composed when a customer has questions or concerns.
• Demonstrated success in appointment setting, inside sales, customer service, or a similar phone-based role, plus strong scheduling and follow-up skills.
• Strong organization and ownership. You notice gaps, ask useful questions, keep accurate records, and close the loop.
• Hands-on CRM experience and confidence learning phone systems, calendars, spreadsheets, and other online tools.
• A reliable computer, clear-quality headset, quiet workspace, dependable internet, and a workable backup connection.
• Consistent availability for the full Arizona-time schedule. Your local working hours may change when your country changes clocks; our Arizona schedule stays the same.

How to apply

Apply in English through Get on Board with your English résumé and answers about your relevant U.S.-customer experience, pay expectations, and availability. No recording is required with your initial application. After initial eligibility review, we will request a viewable 90-second audio or video recording in your own voice, speaking English naturally without reading a script: briefly introduce yourself, describe your most relevant experience, and respond to a homeowner who says, “I’m interested in painting, but I’m getting a few quotes first.” This recording is required before practical assessments. An existing recording that meets these requirements does not need to be repeated. Shortlisted candidates will also complete an internet/workspace check and provide professional references.

We’re aiming to make a hiring decision within 7–10 days of the approved launch. This is a target, not a guarantee. We’ll take the time needed to find someone who meets the role’s communication and reliability standards.

Job functions

Inside sales and appointment setting: approximately 50%

• Respond promptly to inbound calls and new painting inquiries. Live inbound calls and fresh leads take priority over outbound follow-ups and routine production administration.
• Ask thoughtful questions about the customer’s project, location, timing, and needs, then book qualified estimate appointments.
• Follow up with existing or interested leads, return missed calls, and confirm estimate appointments using the team’s process. There is no cold prospecting.
• Build trust, handle objections respectfully, and guide each conversation toward a clear next step.
• Confirm appointments and keep customers informed when details change.
• Use Pipedrive and CloudTalk to record accurate notes, call outcomes, appointments, and next actions. Keep every follow-up attached to a clear owner and due date.

Production coordination and administration: approximately 50%

• Help maintain the production schedule and keep job information current.
• Coordinate approved start dates and arrival windows with customers, crews, and Hannibal, our production lead.
• Send timely confirmations and updates so everyone knows the plan.
• Track customer requests, team commitments, open questions, and follow-ups through completion.
• Flag schedule conflicts, missing information, and potential delays early.
• Bring production decisions and issues to Hannibal, then document and communicate the approved next steps. Confirm changes before making new commitments to customers or crews.

What good work looks like

Customers get a prompt, professional response. Qualified estimates are booked and confirmed. CRM records are accurate and current. Customers and crews receive clear, approved scheduling information. Open commitments are followed through, and issues reach the right person early.

Desirable skills

Experience with U.S. home services, painting, construction, dispatch, or production scheduling is helpful. Pipedrive