Business Coordinator

This is a remote position.

Business Coordinator

Position Overview

APD Logistics Staff LLC is seeking a highly organized, proactive, and bilingual English/Spanish Business Coordinator to support the day-to-day operations of a growing cleaning services business in New Jersey.

This role will serve as a key support resource for the business owner, helping manage customer service, job scheduling, client follow-ups, maintenance contracts, and internal team communication. The ideal candidate will be comfortable communicating with both English- and Spanish-speaking clients and team members and will take ownership of keeping customers, jobs, and follow-ups organized.

As the company continues to grow, this position will also play an important role in helping transition the business from paper-based processes into a more organized CRM-driven workflow. The ideal candidate should be comfortable learning new technology and helping implement systems that improve organization, communication, and follow-through.

Key Responsibilities

Customer Service & Client Communication

• Serve as a primary point of contact for clients through phone, email, and other communication channels.
  
• Respond to customer questions, requests, and scheduling needs professionally and promptly.
  
• Maintain positive and professional relationships with existing and prospective clients.
  
• Communicate clearly with both English- and Spanish-speaking customers.
  
• Follow up with clients to ensure questions, requests, and service needs are addressed.
  

Scheduling & Business Coordination

• Coordinate and maintain schedules for cleaning jobs and maintenance services.
  
• Communicate scheduling details and changes with clients and internal team members.
  
• Help organize upcoming jobs, appointments, and service requirements.
  
• Ensure the appropriate team members have the information needed to complete scheduled work.
  
• Identify scheduling conflicts or operational issues and communicate them promptly.
  

Client Follow-Up & Maintenance Contracts

• Conduct consistent follow-up with existing and prospective clients.
  
• Track and follow up on maintenance contract opportunities, which are an important component of recurring business and cash flow.
  
• Ensure prospective and existing clients do not fall through the cracks.
  
• Maintain organized records of conversations, opportunities, follow-ups, and next steps.
  
• Help move opportunities forward through consistent communication and follow-through.
  

Internal Team Communication

• Communicate with the Spanish-speaking cleaning team regarding schedules, job details, updates, and client requirements.
  
• Ensure information is communicated accurately between clients, management, and field personnel.
  
• Help coordinate changes, questions, and operational needs as they arise.
  
• Maintain clear communication between all parties involved in scheduled work.
  

CRM & Administrative Organization

• Assist with implementing and maintaining a CRM system as the company transitions away from paper-based processes.
  
• Enter and maintain accurate customer, job, scheduling, and follow-up information.
  
• Track open opportunities, client communications, maintenance contracts, and upcoming work.
  
• Learn and utilize CRM tools to improve organization, accountability, and visibility across the business.
  
• Help establish consistent processes for documenting and managing customer information.
  
• Provide general administrative support to the business owner as needed.
  

Required Qualifications

• Fluent in both English and Spanish — written and verbal.
  
• Previous experience in customer service, administrative support, business coordination, scheduling, or a similar role.
  
• Strong communication skills and confidence speaking with clients and team members.
  
• Excellent follow-up skills and ability to consistently manage outstanding tasks.
  
• Highly organized with strong attention to detail.
  
• Comfortable managing multiple priorities and moving between different responsibilities.
  
• Strong problem-solving and time-management abilities.
  
• Comfortable working independently and taking ownership of responsibilities.
  
• Reliable, responsive, and consistent with communication.
  
• Comfortable learning new software, systems, and technology.
  
• Strong team-player mentality.
  

Preferred Qualifications

• Previous experience in a cleaning, property services, maintenance, construction, or other service-based business.
  
• Experience coordinating field teams or service technicians.
  
• Experience managing recurring service or maintenance contracts.
  
• Previous CRM experience.
  
• Experience transitioning businesses from manual or paper-based processes to digital systems.
  
• Experience with scheduling or customer management software.
  

Ideal Candidate

The ideal candidate is a bilingual, highly organized, and proactive professional who can become a reliable extension of the business owner. They should be comfortable communicating with customers, coordinating schedules, communicating with a Spanish-speaking field team, and consistently following up on opportunities and outstanding tasks.

This person should not need to be micromanaged. They should be able to identify what needs to be done, keep information organized, communicate proactively, and ensure that jobs, clients, and opportunities do not fall through the cracks.

A candidate who has CRM experience and can help the company establish more efficient digital processes will be especially valuable.

Success in This Role Looks Like

Success means creating greater organization and capacity for the business owner by taking ownership of customer communication, scheduling, follow-ups, maintenance contract opportunities, and internal coordination. The successful candidate will help ensure jobs are properly scheduled, clients receive timely communication, maintenance opportunities are consistently followed up on, and the business has a reliable system for tracking its operations and customer relationships.

This role is initially part-time with the potential to grow into a full-time position as the business continues to expand.

Requirements

Required Qualifications

• Fluent in both English and Spanish — written and verbal.
  
• Previous experience in customer service, administrative support, business coordination, scheduling, or a similar role.
  
• Strong communication skills and confidence speaking with clients and team members.
  
• Excellent follow-up skills and ability to consistently manage outstanding tasks.
  
• Highly organized with strong attention to detail.
  
• Comfortable managing multiple priorities and moving between different responsibilities.
  
• Strong problem-solving and time-management abilities.
  
• Comfortable working independently and taking ownership of responsibilities.
  
• Reliable, responsive, and consistent with communication.
  
• Comfortable learning new software, systems, and technology.
  
• Strong team-player mentality.
  

Preferred Qualifications

• Previous experience in a cleaning, property services, maintenance, construction, or other service-based business.
  
• Experience coordinating field teams or service technicians.
  
• Experience managing recurring service or maintenance contracts.
  
• Previous CRM experience.
  
• Experience transitioning businesses from manual or paper-based processes to digital systems.
  
• Experience with scheduling or customer management software.