Inside Sales Coordinator - HVAC
Inside Sales Coordinator
Position Overview
We are seeking an organized, customer-focused Inside Sales Coordinator to support our HVAC sales and operations teams. The role is responsible for managing incoming sales inquiries, coordinating scheduling and dispatching, working with vendors and field technicians, preparing quotes and bills of material, and maintaining CRM and order systems to ensure timely project execution and exceptional customer service. The ideal candidate has hands-on knowledge of residential and commercial HVAC systems, strong communication skills, and experience with scheduling, vendor management, and order processing.
Key Responsibilities
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Serve as primary point of contact for incoming sales inquiries, convert leads into service or project work, and maintain timely communication with customers and field teams.
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Coordinate scheduling and dispatching of service technicians and installers to optimize routes, meet customer expectations, and minimize downtime.
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Manage vendor relationships including obtaining quotes, negotiating lead times, tracking deliveries, and resolving supply issues.
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Prepare accurate estimates, proposals, and bills of material (BOM) for service calls, maintenance agreements, and installation projects; collaborate with sales and operations to finalize pricing.
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Process RFQs/RFIs, purchase orders (POs), and order entry ensuring parts and equipment are ordered correctly and on schedule.
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Maintain and update CRM records (Salesforce, ServiceTitan, Jobber), track job status, and generate activity reports for sales and operations leadership.
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Assist with parts ordering and inventory coordination, working closely with warehouse and procurement to maintain adequate stock levels.
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Review technical drawings and specifications with field staff; coordinate clarification requests and ensure scope of work is clearly documented.
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Support compliance with local HVAC codes, manufacturer installation requirements, and company safety standards; escalate issues to project management as needed.
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Utilize Microsoft Excel for reporting and data analysis (VLOOKUPs, pivot tables) and collaborate with finance/ERP teams when necessary.
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Provide excellent customer service by following up on job progress, handling scheduling changes, and documenting customer feedback.
Qualifications
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Required: Practical experience with residential and commercial HVAC systems and terminology.
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Required: Demonstrated experience in scheduling and dispatching field technicians, optimizing routes, and managing service calendars.
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Required: Experience in vendor managementsourcing parts/equipment, tracking lead times, and resolving delivery issues.
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Required: Strong verbal and written communication skills, customer service orientation, and the ability to work cross-functionally with operations and sales.
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Required: Proficiency with CRM and order entry systems; experience with Salesforce, ServiceTitan, Jobber, or similar platforms strongly preferred.
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Required: Proficient with Microsoft Office/Google Workspace; strong Excel skills (VLOOKUPs, pivot tables) for reporting and analysis.
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Preferred: Knowledge of chillers, packaged units, furnaces, split systems, heat pumps, boilers, and refrigeration cycle fundamentals.
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Preferred: Familiarity with HVAC controls and thermostats (BAS/DDC), duct design and airflow, piping and hydronic systems, and reading technical drawings/blueprints.
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Preferred: EPA 608 refrigerant handling certification and experience with refrigerant handling best practices.
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Preferred: Experience with estimating and quoting tools, proposal generation, BOM preparation, and RFQ/RFI processing.
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Preferred: Experience with parts ordering, inventory management, and ERP systems such as SAP or Oracle.
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Preferred: Familiarity with codes and standards (ASHRAE, local HVAC codes) and energy efficiency programs/rebates.
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Preferred: Experience with FieldEdge, HubSpot, Parts ordering systems, and service-management platforms.
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Preferred: Strong attention to detail, organizational skills, ability to manage multiple priorities, and a proactive approach to problem-solving.
- For this position, you must be currently authorized to work in the United States without the need for sponsorship for a non-immigrant visa. This job was first posted by CyberCoders on 07/22/2026 and applications will be accepted on an ongoing basis until the position is filled or closed.Everforth CyberCoders is proud to be an Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, sexual orientation, gender identity or expression, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, status as a crime victim, disability, protected veteran status, or any other characteristic protected by law. Our hiring process includes AI screening for keywords and minimum qualifications, and a virtual recruiter as part of the application process. A human recruiter reviews all results. Click here for details on our virtual recruiter . Everforth CyberCoders will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable state and local law, including but not limited to the Los Angeles County Fair Chance Ordinance, the San Francisco Fair Chance Ordinance, and the California Fair Chance Act. Everforth CyberCoders is committed to working with and providing reasonable accommodation to individuals with physical and mental disabilities. Individuals needing special assistance or an accommodation while seeking employment can contact a member of our Human Resources team at
[email protected] to make arrangements.
Salary
$60000 - $75000 USD per year
