Scheduling & Customer Coordinator - Cape Save, Inc South Yarmouth

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

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

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.

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

• 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

• 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
• 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

• 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

• 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

• 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

Must be comfortable learning and using:

• Slack (team communication)
• Microsoft Office (Word, Excel, Outlook)
• Scheduling and documentation tools

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

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.

Please submit your resume and a brief cover letter explaining why you’d be a great fit for Cape Save, Inc. to:

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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.