The Sales Administrator plays a central role in enabling Dual Fuel's revenue engine. This position sits at the intersection of sales, operations, marketing and customer experience — managing the administrative, logistical, and coordination workflows that allow our sales team to focus on closing business and delivering exceptional service. The ideal candidate is highly organized, detail-oriented, and comfortable operating in a fast-paced, multi-division environment spanning service agreements, controls, and Installation projects.
Key Responsibilities
A. Cross-Departmental Coordination
Serve as the operational liaison between the Sales team and Dual Fuel's core service divisions, ensuring seamless customer handoffs and consistent communication across departments.
Service Department
- Coordinate new service agreement customer handoffs to the Service team
- Support survey/building data collection process for prospective service agreement customers new service agreement customer handoffs to the Service team
Controls Team (Axxon)
- Manage new Axxon customer handoffs to the Controls team
- Coordinate on job setup, pricing documentation, and rebate tracking
- Maintain accurate records for all Axxon deal transition
Installation Team
- Facilitate new Installation project handoffs to the Install team
- Ensure all deal folders, contract documents, drawings, and related documentation are complete and accessible prior to handoff
B. Event & Administrative Support
- Coordinate conference and trade show booth logistics from start to finish
- Source and manage procurement of booth equipment and promotional materials
- Coordinate with vendors for setup, shipping, and on-site logistics
- Support on-site setup and breakdown as needed
C. Lead Intake & Prospect Qualification
- Create new deal records in HubSpot CRM across all three business lines:
- ◦ Service Agreements
- ◦ Axxon Controls
- ◦ Installation Projects
- Ensure deal data completeness and accuracy
- Create Google Drive deal folders with consistent naming conventions; organize contracts, drawings, proposals, and supporting documentation
- Research building information using resources including NYC ZOLA (Zoning & Land Use) platform
- Pull and review boiler records through resources including NYC DEP (Department of Environmental Protection) portal
D. Proposal Development Support
- Determine customer rebate eligibility in coordination with the Controls team and applicable utility programs
- Support the drafting and formatting including but not limited to Axxon controls proposals and service agreement proposals
- Assist in compiling supporting documentation and proposal attachments
E. Post-Sale Setup & Onboarding
- Collect and process customer onboarding forms; pre-populate known customer and building information to streamline completion
- Draft and send agreement kickoff emails upon deal close, including:
- ◦ Welcome message and introduction to the Dual Fuel team
- ◦ Clear next steps and onboarding timeline
- ◦ Attachment of countersigned agreement
F. Marketing Support
- Generate and maintain target lists for email marketing campaigns, pulling from HubSpot, building/property databases, and other lead sources
- ◦ Segment lists by criteria such as building type, borough, service line, or campaign objective
- Manage and update marketing contact lists in HubSpot, including list hygiene (removing duplicates, correcting bad data, suppressing opt-outs)
- Support coordination of networking events and email campaign sends in partnership with Sales and Marketing leadership
- Maintain campaign and list documentation so target lists can be reused or refreshed for future outreach
Qualifications
Required
- 2+ years of experience in an administrative, operations coordinator, or sales support role — preferably in construction, MEP, real estate, or a related trades industry
- Proficiency with HubSpot CRM or comparable CRM platform
- Strong command of Google Workspace (Drive, Docs, Sheets, Gmail, Calendar)
- Exceptional attention to detail and organizational skills
- Ability to manage multiple priorities across departments with minimal supervision
- Professional written and verbal communication skills
About Dual Fuel Company LLC
Dual Fuel Company LLC is a $50M+ integrated MEP (Mechanical, Electrical, Plumbing) company headquartered in Mount Vernon, NY, serving New York City and Westchester multifamily and commercial real estate markets. Our two core divisions — Mechanical (boiler, HVAC, and plumbing services) and Controls (the proprietary Axxon building automation platform) — allow us to offer clients a true single point of contact for energy optimization and building performance.
Pay: $75,000.00 - $85,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
