Scheduling & Customer Coordinator - Cape Save, Inc. - South Yarmouth

Cape Save, Inc. | South Yarmouth, MA | Full-time | In-office

About Cape Save, Inc.

Cape Save is a family-owned insulation and weatherization contractor serving Cape Cod. We’re known for high-quality workmanship, clear communication, and a team-first culture.

Position Overview

We are hiring a highly organized, detail-oriented Office Manager to work from our South Yarmouth headquarters. This role is the operational hub of the business—owning day-to-day scheduling, customer coordination, and office workflow. The right person is calm under pressure, communicates clearly, and can manage multiple priorities in a fast-paced environment.

Reports to: Company leadership (owner/operations)
Works closely with: Lead crew chiefs, customers, and office team

Primary Responsibilities

Scheduling & Coordination (Top Priority)

• Build and manage the daily/weekly schedule for multiple field crews across multiple job sites
   

• Make real-time schedule adjustments as job conditions change (crew size, job readiness, weather, customer constraints)
   

• Coordinate with customers on installation timelines, updates, and changes
   

• Maintain clear, accurate schedule notes and job documentation
   

Customer Service & Communication

• Serve as the primary point of contact for customer inquiries via phone, text, and email
   

• Provide excellent customer support throughout the installation process
   

• Track and document customer interactions and commitments
   

• Resolve scheduling conflicts and address concerns promptly and professionally
   

Administrative & Financial Support

• Assist with invoicing and payment follow-up (supporting, not replacing, bookkeeping)
   

• Process and track customer payments and related documentation
   

• Maintain organized records and office documentation systems
   

• Support basic HR documentation and administrative processes

What Success Looks Like (First 60–90 Days)

• Schedule is kept accurate and updated with clear notes and customer confirmations, weekly and monthly revenue goals are maintained
   

• Customers are informed proactively and feel well-supported through installation
   

• Internal handoffs (office ↔ field crews) are smooth, timely, and well-documented
   

• Payments and job files are tracked consistently and without gaps

Required Qualifications

• Excellent organizational skills and a proven ability to manage complex schedules
   

• Outstanding written and verbal communication skills
   

• Strong documentation skills and attention to detail
   

• Tech-savvy and comfortable switching between multiple software tools
   

• Comfortable using collaboration tools (Slack or Microsoft Teams)
   

• Proficiency in Microsoft Office (Word, Excel, Outlook)
   

• Ability to work independently, prioritize competing demands, and follow through
   

• Professional demeanor and customer-focused mindset
   

Preferred Qualifications

• Experience in construction, trades, or contractor office operations
   

• Experience with Salesforce or a similar CRM
   

• Familiarity using AI tools in business operations
   

• Background scheduling teams or coordinating field operations

Technical Requirements

Must be comfortable learning and using:

• Slack (team communication)
   

• Salesforce (CRM)
   

• Microsoft Office (Word, Excel, Outlook)
   

• Google Calendar (scheduling)
   

• Scheduling and documentation tools
   

Compensation & Benefits

• Salary: $65,000–$80,000 annually (based on experience)
   

• 90-day performance review with potential pay increase
   

• Health insurance available through company HMO (company contribution begins after 120 days of employment)
   

• 1 week paid vacation after 1 year of continuous employment
   

• Company-wide paid week off every August
   

• Opportunity to grow with a respected, family-owned business
   

Work Environment

This is a full-time, in-office position based at our South Yarmouth headquarters. You’ll work in a collaborative environment with a dedicated team committed to excellent service and strong operations.

To Apply

Please submit your resume and a brief cover letter explaining why you’d be a great fit for Cape Save, Inc. to: hiring@capesave.com
Suggested subject line: Office Manager – Cape Save (South Yarmouth)

Cape Save, Inc. is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.