Office & Customer Experience Coordinator

Millan Enterprises, LLC • Clarksville, TN

3d • $42,000 - $49,000 • Onsite

About The Position

The Office & Customer Experience Coordinator serves as the front-line administrative and customer service leader for Quality Floor Covering. This role manages incoming calls, walk-in customers, estimate processing, payment collection, contract documentation, and installation scheduling support.
This position acts as a central communication hub connecting customers, sales, operations, and installation crews. The Coordinator ensures projects move smoothly from initial inquiry through scheduling while maintaining accurate documentation, strong customer communication, and reliable office operations.
Because Quality Floor Covering operates as a small, high-performance team, this role requires strong organization, attention to detail, and a willingness to assist across multiple administrative and customer service functions.

Requirements

• Prior experience in customer service, office coordination, retail showroom, or administrative support preferred
• High school diploma or equivalent required
• Strong communication and interpersonal skills
• Basic understanding of office workflow and customer service standards
• Ability to manage multiple priorities in a fast-paced environment
• Attention to detail and organizational skills
• Basic computer proficiency including email, scheduling systems, and document management
• Professional phone etiquette and problem-solving mindset
• Ability to sit or stand for extended periods
• Occasional lifting of flooring samples, warehouse materials or office materials (up to 50 lbs)
• Frequent walking within showroom and office environment
• Ability to use standard office equipment including computer, phone, and printer

Nice To Haves

• Experience in construction, flooring, home improvement, or trade services is a strong plus
• Experience using scheduling software, CRM systems, or estimating platforms is beneficial

Responsibilities

• Answer incoming phone calls and assist walk-in customers
• Greet customers and guide them through flooring product questions
• Direct inquiries to the appropriate team member when necessary
• Provide a professional and welcoming first impression
• Maintain showroom cleanliness and organization
• Prepare and send estimates based on estimator or sales notes
• Review estimates for accuracy and completeness
• Send estimates to customers promptly
• Maintain organized digital job files
• Track open estimates and assist with follow-ups
• Collect deposits and final payments according to company policy
• Ensure customers sign required contracts and payment terms before scheduling
• Verify financing approvals when applicable
• Maintain accurate payment records in company systems
• Communicate outstanding balances professionally
• Coordinate installation scheduling with operations and installers
• Confirm installation dates with customers
• Ensure paperwork and deposits are completed before scheduling
• Maintain accuracy of the production calendar
• Adjust schedules due to delays or customer requests
• Serve as a primary contact for scheduling updates and questions
• Respond to customer inquiries promptly and professionally
• Communicate delays or changes clearly
• Document important communication in job files
• Maintain a log of incoming leads, walk-ins, and phone inquiries
• Track estimate status and follow-up needs
• Provide reminders to the sales team
• Help maintain visibility of the sales pipeline
• Assist sales and operations with administrative tasks
• Maintain organized office records
• Support job file completion and documentation accuracy
• Assist with general office organization
• Help maintain cleanliness of office, bathrooms, and kitchen

Benefits

• Medical, vision and dental
• 401k w/ 4% match
• Performance growth opportunities
• Paid time off
• Supportive small-team environment with advancement potential
• Paid holidays

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 11-50 employees