Communication Administrative Coordinator – Inbound Calls + Scheduling

Communication Administrative Coordinator – Inbound Calls + Scheduling at AP Corp - Window Film & Graphic Solutions. This is a communications and sales-support role. You are the first voice on our phone lines and you turn 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 Hub Spot 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 Hub Spot 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 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.

• 20+ hours/week of comfortable phone coverage with a professional, steady tone
• Hands-on lead qualification and appointment scheduling across multiple Outlook calendars
• Hub Spot (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

• Full-time

• Entry level

• Administrative and Support Services