Role Overview
The Estimating & Office Coordinator is the administrative, estimating, and customer-support backbone of Canyon Exteriors' daily operations. This role owns front-facing customer communication and phone coverage, material takeoffs and estimate preparation, invoicing accuracy, and accounts receivable follow-up. The position requires strong attention to detail, consistent follow-through, comfort on the phone, and a professional customer-facing demeanor at all times.
Position DetailsCustomer Support & Front Desk
- Serve as the primary point of contact for the office, answer and direct all incoming phone calls, emails, and walk-in inquiries.
- Greet customers and vendors professionally as the first face and voice of Canyon Exteriors.
- Own routine customer communication around orders, estimates, and invoices with a high degree of independence.
- Handle surface-level customer complaints professionally and escalate unresolved issues to ownership promptly.
- Support contractors who communicate primarily or exclusively in Spanish; escalate only where language is a genuine barrier to resolving the issue.
- Manage customer onboarding paperwork and credit applications start to finish.
Estimating and Takeoffs
- Read and interpret blueprints and contractor-provided plans to produce accurate siding, metal, and window takeoffs.
- Prepare and deliver customer estimates using Canyon Exteriors pricing and current product knowledge.
- Maintain estimate accuracy and follow up with contractors on open or pending estimates.
- All estimates exceeding $8,000 require owner review before delivery to the customer.
- Estimates are to be completed and delivered within 36 hours of receiving plans or measurements, once the ramp-up period below has concluded.
Invoicing and Accounts Receivable
- Generate and send invoices accurately and on time following job completion or order delivery.
- Receive, input, and process incoming orders and coordinate pickup or delivery scheduling.
- Notify warehouse staff of order details and communicate delivery confirmation photos to customers.
- Conduct proactive AR follow-up on all overdue accounts, first contact within 3 business days of the account becoming past due.
- Make a second contact attempt within 5 business days via a different channel if no response is received.
- Escalate unresolved collections to ownership immediately after two failed contact attempts.
Office Administration
- Manage schedules, appointments, and general office organization.
- Maintain a clean and welcoming front office and showroom space.
- Assist with ordering supplies and maintaining accurate records.
- Maintain accurate records in QuickBooks across invoicing and customer accounts.
Customer Engagement
- Maintain the contractor birthday tracker and coordinate delivery of a birthday basket for each active contractor account.
- Standard accounts receive a gift within a $25 budget. Large or close accounts receive a gift within a $50 budget. Employee uses judgment on tier placement.
- Support website, blog, and social media efforts as assigned by ownership.
Warehouse Coordination Support
- Help with receiving, organizing, or locating inventory in the warehouse as needed.
- Occasionally assist with loading and unloading deliveries (light to moderate lifting).
Administrative Standards
- Acknowledge all assigned tasks in writing when received.
- Complete tasks with no specified deadline within 5 business days unless otherwise indicated at the time of assignment.
- Complete tasks with a specified deadline on time. If a deadline cannot be met, notify ownership before the deadline, not after.
Ramp-Up & Training Expectations,
- First 30 days: owner reviews all estimates regardless of dollar amount, and the 48-hour turnaround target is suspended in favor of accuracy.
- Days 31–60: standard $8,000 owner-review threshold and 48-hour SLA resume, with continued spot-checks.
- QuickBooks is a required qualification, so this ramp-up/training should be limited to Canyon Exteriors-specific setup, invoice templates, customer account structure, AR aging tracker format, not basic QuickBooks training.
Operational Trackers
The following four trackers are standard responsibilities of this role. Each must be maintained in an agreed-upon format, shared with ownership, and accessible at any time without request.
AR Aging Tracker
- Customer name; invoice number and dollar amount; due date and days overdue; last contact date and method (call, text, or email); response received; next scheduled follow-up date; status (pending / promised payment / escalated to ownership).
Cadence: updated every Monday by 9:00am, reviewed by ownership every Monday. Gaps in follow-up cadence or tracker errors are addressed at the weekly review.
Estimate and Invoice Error Log
- Date document was originally sent; customer name; document type (estimate or invoice); description of the error; date discovered; who discovered it; whether the customer was affected before correction; corrective action taken.
Cadence: updated the same day any error is discovered, regardless of who found it. Self-reported errors are noted positively. Errors found by ownership that are not already logged are treated as a separate accountability issue.
Notion Daily Notes Log
- Day to day operations and deliverables are tracked in Notion.
SOP Deliverables
- SOP topic and core function it covers; date assigned or identified; target completion date; date delivered to ownership; ownership review status (pending / approved / revision requested); storage location in Notion.
Cadence: SOPs are reviewed and updated quarterly on a schedule set by ownership. Each SOP must be detailed enough for a replacement employee to execute the task without assistance. Incomplete documents are returned for revision and do not count as delivered until approved.
Professional Conduct
- Internal communication with ownership and coworkers reflects the same professionalism demonstrated with customers at all times.
- Disagreements with management direction are communicated professionally and privately.
- Performance feedback is received constructively.
Professional Development
Professional development and training can be provided as requested, as long as it pertains to the job or to potential growth within the company. Training and courses can be provided by ownershipt, or approved by ownership if the employee has identified training or coursework they believe will help them in their role or their development.
Scope Boundaries
- This role does not set purchasing budgets, make vendor payment decisions, for any supplier account, including Westlake Royal, Mid America, Foundry, and Associated Materials/AMI. All vendor account payment and communication is handled directly by ownership.
- This role does not independently manage contractor relationships beyond routine communication and reactivation outreach. Customer pricing, extreme complaints, and material discounts should be handled by ownership.
- This role does not have supervisory authority over other staff.
Qualifications
- Previous experience in an office or customer-facing role preferred.
- Comfortable being the primary point of contact for incoming phone calls, this role owns the phones.
- QuickBooks experience required, this role independently owns invoicing and accounts receivable in QuickBooks from day one.
- Bilingual (English/Spanish) strongly preferred, many contractor accounts communicate primarily or exclusively in Spanish.
- Experience reading blueprints or construction plans, and prior siding, metal, or window takeoff experience, is a plus; will train the right candidate under the ramp-up plan above.
- Strong communication and organizational skills.
- Proficient with Microsoft Office, email, and general computer use.
- Strong attention to detail, accuracy in estimates and invoices is a core requirement of this role.
- Ability to lift up to 30 lbs when needed.
Job Type: Full-time
Pay: $19.64 - $23.24 per hour
Benefits:
Experience:
- QuickBooks: 1 year (Preferred)
Language:
Shift availability:
Ability to Commute:
- Twin Falls, ID 83301 (Required)
Work Location: In person
