SALES COORDINATOR & PIPELINE MANAGER

SALES COORDINATOR & PIPELINE MANAGER
Confidential — Luxury Residential Construction Company (Los Angeles, CA)

About Us
We are a family-owned luxury custom home builder based in Los Angeles, California. We build high-end homes in some of the most desirable neighborhoods in the city, with project values in the $1M–$3M+ range. We are growing fast — we currently have multiple active builds and a strong pipeline of upcoming projects.
We treat our team like family, we pay fairly, and we reward performance with bonuses. The right person here will grow with us for years — this is a long-term role, not a short-term gig.

The Role
You will be our Sales Coordinator & Pipeline Manager — the operational engine that keeps every prospect, every proposal, and every relationship moving forward.
You are NOT a salesperson. The CEO does the selling. Your job is to make sure no warm lead ever cools off because of a missed follow-up, no proposal sits unread for 30 days, and no warm relationship gets dropped because the CEO got busy on a job.
You will own the sales pipeline operationally — from the ---------- nt a qualified lead lands in our CRM through the ---------- nt a contract is signed and handed off to the project team.
A signed NDA will be required before onboarding.

Work Schedule

Hours: 8:00 AM – 5:00 PM Pacific Standard Time (PST), Monday through Friday (40 hours/week, with a 1-hour unpaid break)
For you in the Philippines: approximately 11:00 PM – 8:00 AM the following day (Manila time)
Why this schedule: You will be coordinating with US-based prospects and our CEO's calendar. Most luxury client conversations happen during US business hours.
Live overlap: Full overlap with our team and prospects in California during their workday.

This schedule is non-negotiable. We need someone whose body clock can adapt to a true overnight Manila shift long-term — please do not apply if you cannot commit to this.

What You Will Do
Lead Qualification & Triage

Review every inbound lead within 4 business hours of arrival — referrals, social DMs, website inquiries, partner introductions, outbound responses
Send the standard pre-qualifying questionnaire to every new lead — budget range, lot status, timeline, location, design direction, decision-makers
Score leads on fit before they hit the CEO's calendar — only qualified leads get scheduled
Politely decline or refer out leads that aren't a fit (too small budget, no lot, unrealistic timeline)

Calendar Coordination

Schedule discovery calls, jobsite walks, and proposal presentations on the CEO's calendar
Send calendar invites with dial-in info, addresses, and prep materials
Send 24-hour and 1-hour reminders to every client meeting
Reschedule aggressively when conflicts arise — never let a lead lose interest because we missed a window

Proposal Coordination

Once the CEO drafts a proposal (or our Estimator drafts a 70% version), you finalize formatting, branding, and assembly
Send proposals to clients with a personalized cover email and clear next steps
Track every proposal sent — date sent, status, last touch, next follow-up due
Follow up on every proposal at 3 days, 7 days, 14 days, and 30 days with personalized check-ins drafted in the CEO's voice

CRM Management (GoHighLevel)

Maintain a clean, current pipeline in GoHighLevel — every lead, every contact, every touchpoint, every stage change
Build automated email sequences for cold, warm, and re-engagement leads
Generate weekly pipeline reports — leads by stage, deal value, conversion rate, time-in-stage
Flag stalled deals for the CEO's attention before they go cold

Referral Partner Nurture

Maintain a separate "referral partner" pipeline in CRM — agents, architects, designers, past clients, repeat referrers
Send quarterly check-in emails to every referral partner — even if they haven't sent a lead in months
Send thank-you gifts and notes when referrals convert (you handle ordering and delivery)
Track which partners send the most leads so the CEO can nurture top referrers personally

Pre-Construction Handoff

Once a contract is signed, run the formal sales-to-build handoff: package contract, scope, allowances, plans, design selections, and client preferences for the Project Manager and Estimator
Schedule the kickoff meeting between the client, CEO, PM, and Designer
Update CRM with the closed-won status and project info

Reporting

Send a daily end-of-shift summary email to the CEO covering: (a) new leads received, (b) leads qualified and disqualified, (c) meetings scheduled, (d) proposals sent, (e) follow-ups sent, (f) status changes, (g) any urgent items
Send a weekly Friday pipeline report covering: total pipeline value, deals by stage, conversion rates, top opportunities, stalled deals needing CEO attention, referral partner activity
Send a monthly pipeline review covering: closed deals, lost deals (with reasons), pipeline velocity, and recommendations for next month


Requirements

2+ years sales operations, sales coordinator, or SDR experience. You must have prior experience managing a B2B or high-ticket sales pipeline. Tell us specifically what industries you've worked in.
Excellent written English. Your follow-up emails will go out under the CEO's name to luxury clients. Your writing must read like a confident, polished American professional. We will test this in the interview.
Verbal English fluency. You may join client calls occasionally to take notes. Clear, confident spoken English is required.
CRM expertise. You must be fluent in GoHighLevel, HubSpot, Salesforce, or Pipedrive — building pipelines, automations, reports, and workflows.
Tech fluency. Gmail, Google Calendar, Google Sheets, Calendly, Zoom, GoHighLevel, Loom, and ideally e-signature tools like DocuSign.
Detail orientation. Sales coordination is 100?out not dropping balls. One missed follow-up costs us a $2M deal.
Process-driven mindset. You love checklists, follow-up sequences, and clean pipelines.
Discretion. You will see every deal, every margin, every client conversation. NDA required.
Reliable workspace. Stable high-speed internet, backup power, quiet workspace, working webcam, modern computer.
Schedule commitment. You must be able to consistently work 8:00 AM – 5:00 PM PST (overnight in Manila) long-term. Confirm in your application that this works for you.
Available immediately. We are hiring for an immediate start.


Bonus Points

Prior experience supporting a U.S. founder, executive, or sales team
Experience in real estate, construction, luxury services, or high-ticket B2B sales
Background in customer success or account management
Comfortable using AI tools (ChatGPT, Claude, etc.) to draft and personalize follow-ups faster


What We Offer

Competitive hourly pay (we will discuss based on experience)
Performance-based bonuses tied to: (a) qualified meetings booked for the CEO, (b) proposal conversion rate, (c) pipeline velocity, (d) closed deals attributable to your follow-up
Long-term, stable role with a rapidly growing company
Real career growth — as our pipeline scales, this role grows into a Sales Operations Manager or Director of Sales position
Direct mentorship from the CEO
A respectful, family-owned culture that treats remote tea ---------- mbers like real teammates


How to Apply
To be considered, your application must include all of the following:

A short paragraph explaining why this role fits you and why you can handle the 8:00 AM – 5:00 PM PST schedule (overnight in Manila) long-term
A list of companies you have done sales operations or sales coordination for, the industry, and the type of pipeline you managed
A sample 14-day follow-up email — pretend a luxury client received our $2.4M custom home proposal 14 days ago and hasn't responded. Write the follow-up email you would send on behalf of the CEO. Make it warm, professional, and effective.
A short paragraph describing one time you saved a deal that was about to go cold by being proactive
Confirmation that you understand the schedule and can commit to it long-term
Your expected hourly rate in USD

Applications missing any of the above — especially the sample follow-up email — will not be reviewed. The follow-up email IS the test. We are looking for someone whose writing wins replies from busy luxury clients.

We look forward to meeting you and growing together.