Install Coordinator

Install Coordinator – Construction Scheduling & Customer Experience

Location: Indianapolis, Indiana | On-site

Job Type: Full-time

Schedule: Monday-Friday; early start aligned with installation crews

Compensation: To be finalized based on experience

Reports To: Install Manager and Sales Manager

About Smalling Masonry

Smalling Masonry is a family-owned chimney, fireplace, and masonry company serving homeowners throughout the greater Indianapolis area. We are known for quality craftsmanship, honest recommendations, clear communication, and doing the next right thing for our customers and our team.

The Opportunity

We are looking for a highly organized, proactive Install Coordinator to own the administrative and scheduling side of our installation process. This is not a basic appointment-setting role. You will take approved projects from deposit through completion, making sure the scope is clear, materials are ordered and ready, permits are handled, the right crew is assigned, customers are kept informed, and each project is properly closed out.

The right person enjoys keeping many moving parts organized, notices missing details before they become problems, communicates confidently with customers and field teams, and takes personal ownership of deadlines and follow-through.

What You Will Own

 Monitor approved installation jobs in Housecall Pro and move each project through the production pipeline from approval and deposit to material ordered, material received, scheduled, completed, paid, and closed.

 Review proposals, job notes, photos, measurements, material lists, and deposit status before a project is released for ordering or scheduling.

 Coordinate with Consultants, the Install Manager, Technicians, Apprentices, and the Warehouse team to confirm scope, labor needs, crew skill fit, material readiness, and expected project duration.

 Create and maintain an accurate installation calendar based on crew capacity, material arrival dates, weather, project priorities, and company production goals.

 Order and track materials; coordinate brick and shingle matches, homeowner approvals, permits, inspections, rebates, and other project requirements.

 Proactively communicate with customers regarding material status, scheduling, delays, rescheduling, crew arrival, and next steps.

 Track crew progress throughout the day, adjust the schedule when conditions change, and keep affected customers and internal team members informed.

 Prepare and review job jackets and confirm required forms, photos, material usage, warranty documentation, invoices, and final project information are complete.

 Support accurate job costing by comparing projected labor and material costs with actual costs and ensuring costs are entered into the CRM.

 Track installation performance measures, callbacks, schedule status, profitability, and other information needed by management.

 Provide limited backup support to the front office when needed without losing focus on installation readiness and project flow.

What Success Looks Like

 Sold projects do not sit in limbo; every job has a clear owner, current status, next action, and expected timeline.

 Crews leave prepared with the correct scope, materials, equipment, permits, and customer information.

 Customers receive proactive updates and are not left wondering what is happening with their project.

 The installation calendar is realistic, current, and designed to maximize crew productivity without overbooking.

 Project paperwork, photos, invoicing, payments, and job-costing information are complete and accurate.

 Potential delays, missing materials, unclear scopes, and margin concerns are identified early and escalated with recommended solutions.

 Installation profitability and callback goals are consistently tracked and visible to management.

What We Are Looking For

 Three or more years of experience in scheduling, logistics, project coordination, production administration, construction administration, or a similar high-volume role preferred.

 Construction, home-service, chimney, masonry, roofing, HVAC, plumbing, or other field-service experience is strongly preferred.

 Strong organizational skills and the ability to manage multiple active projects at different stages without losing details.

 Confident written and verbal communication with customers, field employees, vendors, and management.

 Excellent follow-through, sound judgment, and the ability to work independently while knowing when to escalate an issue.

 Comfort reviewing project scopes, photos, measurements, material lists, invoices, and job-cost information.

 Proficiency with CRM or scheduling software; Housecall Pro experience is a plus.

 Working knowledge of Microsoft Outlook and Excel.

 A calm, solutions-focused approach when weather, material delays, customer changes, or field issues disrupt the plan.

 High attention to detail, accuracy, accountability, and a genuine commitment to excellent customer service.

Benefits

 Health, dental, and vision insurance

 Earned paid time off and paid holidays

 Employer-paid life insurance and disability coverage

 401(k) with employer match

 Stable Monday-Friday schedule

 Opportunity to play a key role in the growth and operational success of a family-owned company

Why This Role Matters

The Install Coordinator connects sales, operations, materials, field crews, and the customer. When this role is done well, projects are prepared correctly, crews are productive, customers feel informed, and the company delivers the experience it promised.