Project Coordinator / Inside Sales Assistant

Position Overview

The Project Coordinator / Inside Sales Assistant supports Outside Sales Engineers by providing timely estimates, managing post-sale project coordination, and ensuring a high level of customer service. The role involves interpreting construction documents, preparing quotations, and overseeing multiple projects from bid through completion. Success in this position requires strong organizational skills, technical aptitude, and a proactive, customer-focused approach. Hands-on training will be provided.

Key Responsibilities

• Interpret construction plans and specifications to perform material take-offs and select HVAC materials based on project requirements
• Use manufacturer software to price materials and prepare detailed quotations for customers
• Manage post-sale activities including job booking, submittals, order entry, billing, and expediting
• Serve as a liaison between Outside Sales Engineers, factory representatives, and customers
• Maintain accurate documentation and communication throughout the project lifecycle
• Coordinate and prioritize multiple projects (30–150 active jobs) at various stages
• Assist with freight claims, factory invoices, stock sales, and credit card transactions
• Submit prior approval requests and maintain the branch bid list
• Mentor and support the quotation process as needed

Qualifications

• Engineering degree (Mechanical preferred), Building Construction degree, or comparable industry experience preferred
• Inside sales or project coordination experience, preferably in commercial HVAC
• Strong technical aptitude and product knowledge
• Proficiency in Microsoft Windows and manufacturer-specific software for quoting and project management
• Excellent organizational and time management skills
• Ability to multitask and adapt to shifting priorities in a deadline-driven environment
• Strong communication and customer service skills with a “can-do” attitude
• Ability to work independently and collaboratively