AccuLynx Project Coordinator

Position Overview: We are a roofing and exterior contracting company looking for an experienced AccuLynx Project Coordinator to own job management, pipeline tracking, and operational coordination across our active project portfolio. This role sits at the intersection of CRM expertise and project management—you need to know AccuLynx deeply and be able to manage multiple jobs from intake through completion without losing a single detail.

This is not a data-entry role. You are the person who keeps the pipeline organized, the jobs moving, and the team informed. You understand the roofing and exterior project lifecycle—from lead to contract to production to close—and you use AccuLynx to manage every step of it with precision. If you are an AccuLynx power user with a project management mindset and a background in roofing or construction, this role is built for you.

Key Responsibilities

AccuLynx Job Management — Primary Function

• Own the day-to-day management of all active jobs in AccuLynx—from initial job creation through production scheduling, milestone tracking, and project close
• Keep all job records current, accurate, and complete—contact information, job status, notes, documents, photos, and communications
• Move jobs through pipeline stages accurately and in real time, ensuring the system reflects the actual status of every project
• Set up new jobs correctly from intake—entering all required information, assigning the correct job type, and attaching relevant documentation
• Monitor the full pipeline and identify jobs that are stalled, overdue, or at risk of falling behind—flag and resolve proactively

Project Coordination & Scheduling

• Coordinate project timelines across the production team—scheduling inspections, material deliveries, crew assignments, and installations
• Communicate schedule updates and changes to the appropriate team members and customers in a timely manner
• Track material orders, delivery confirmations, and job readiness to ensure nothing delays production
• Coordinate with subcontractors and suppliers as needed to keep project timelines on track
• Maintain a clear view of the production calendar and flag capacity conflicts or scheduling gaps to leadership

Customer Communication & Updates

• Serve as a point of contact for customers throughout the project lifecycle—providing job status updates, scheduling confirmations, and follow-up communication
• Send customer-facing communications through AccuLynx—appointment confirmations, project updates, and completion notifications
• Respond to customer inquiries professionally and promptly, escalating complex issues to the appropriate team member

Insurance & Claims Coordination Support

• Track insurance claim numbers, adjuster assignments, and supplement status within AccuLynx
• Coordinate with the sales team on insurance-related job milestones—inspection dates, approval status, and scope of loss documentation
• Flag insurance jobs that have been waiting on approvals or documents for too long and assist with follow-up coordination

Document & File Management

• Ensure all job-related documents are attached to the correct AccuLynx job—contracts, photos, insurance documents, permits, warranties, and invoices
• Maintain organized and complete job files so any team member can open a job and immediately understand its status
• Prepare and send contracts and other documents through AccuLynx as directed

Reporting & Pipeline Visibility

• Generate and review AccuLynx reports to give leadership clear visibility into pipeline status, production volume, and job aging
• Track key metrics—jobs in each stage, days in stage, outstanding items—and communicate them regularly to the operations team
• Identify bottlenecks or recurring issues in the pipeline and bring them to leadership with context and suggested solutions

Required Qualifications

• Demonstrated, hands-on AccuLynx proficiency—you are comfortable in the platform and can navigate it efficiently without training
• Project management experience in roofing, exterior contracting, or a closely related construction trade—you understand the project lifecycle and what it takes to keep jobs moving
• Highly organized with the ability to manage a high volume of active jobs simultaneously without losing detail
• Strong written and verbal communication skills—professional, clear, and timely with both customers and internal team members
• Proactive problem-solver who identifies stalled jobs and acts on them before they become escalated issues
• Comfortable working independently in a remote environment with direct accountability to operations leadership

Preferred Qualifications

• Experience managing insurance restoration jobs in AccuLynx—tracking claim numbers, supplements, and adjuster coordination
• Background in roofing production coordination, scheduling, or operations management
• Familiarity with AccuLynx reporting, job stage customization, and workflow automation features
• Experience with SmarterDocs or other contract and document tools integrated with AccuLynx
• Prior experience in a remote operations or project coordination role supporting a field-based team

What Makes You a Great Fit

• You open AccuLynx every morning and immediately know which jobs need attention today—without anyone telling you
• Every job in your pipeline has a current status, a next action, and complete documentation—always
• The production team has what they need before they ask for it, because you already saw it coming
• You flag a stalled job before it becomes a missed deadline or an upset customer
• You treat AccuLynx not just as a tool but as the operational backbone of the business—and you manage it like it matters