Job Description

HVAC Inside Sales Coordinator

The Inside Sales Coordinator is responsible for the execution of all required activities throughout the project life cycle after an order is received, to deliver a quality project/product to our customers, on time and within budget.

Once SAI has been awarded an opportunity, the Inside Sales Coordinator becomes the key interface contact with the customer, vendor(s) & subcontractor(s), freeing up the Salesman to pursue additional opportunities. This individual will support projects within various SAI Markets.

Key Responsibilities

Project Execution

Convert Quotes to orders and ensure proper delivery address/POC is coordinated with.
Participate in turnover meetings with Sales Team to review the project details, customer info. and expectations, documents, terms, scope of work and all other pertinent information about the project and enter details into Salesforce
Set-up project folder within the file sharing platform & maintain Salesforce entries throughout project completion

Submittal process coordination (When Applicable)

Review all project documents to identify any pitfalls or shortcomings within the opportunity – i.e. long lead-times; potential pricing increases due to long lead-time items; special warranties, etc. and make sure those are communicated to the customer.
Work with manufacturers or inside sales personnel to obtain the appropriate submittal drawings and technical data sheets to send to the customer
Issue product test reports & certifications after the factory sends
Ensure approval of all required submittals (when applicable) prior to release of any SAI purchase orders
Material Purchasing
Issue SAI Purchase Orders to all vendors/manufacturers
Work with Manufacturer to coordinate all brokered freight shipping directly to the customer or provide tracking numbers to customer.
Coordinate all internal deliveries/stored materials with the warehouse manager & Customer
Send acknowledgements, tracking info and expected delivery dates to the customer for all orders.
Update Salesforce throughout the sales process, including initiating deposit invoices, progress invoices and final invoices

Change Order Management

Track, price, pursue, and execute ALL Change Order opportunities for additional service work above and beyond the originally agreed upon scope and coordinate with Sales Team to coordinate additional charges.

Project Closeout

Ensure that all required documentation has been released to close out projects.
Ensure that final invoices have been issued and retainage (if applicable) received
Confirm job completion and closeout in SP
Provide Customer/end-user with required closeout docs – i.e. warranty(s), IO&M’s, Certificates, etc.

General