HVAC​/R Quoting & Procurement Coordinator - Entry Level

Job Overview

As a HVAC/R Quoting & Procurement Coordinator, you will play a crucial role in understanding and navigating the department’s processes from start to finish. This role requires meticulous attention to detail, strong organizational skills, and the ability to adapt to various software platforms for optimal data entry and management. You will also learn about the Parts/Purchasing department while working alongside a great team.

• General computing skills, organizational skills, and analytical skills.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and Google Documents.
• Strong communication skills including but not limited to listening, verbal, nonverbal (body language, gestures, eye contact) and written skills.
• Time management skills to ensure employee meets all scheduled deadlines. Ability to successfully interact with others and resolve problems.
• Exercises high standards of quality customer service.
• Organizes workload, sets goals, aligns priorities and work is performed accurately and on time.
• Maintains high level of confidentiality of all company personal information.

• Learn and support department processes within an assembly‑line style workflow, focusing on the tasks assigned to your specific station.
• Use company systems and tools (Ventus, Microsoft Office, Google Docs, Outlook) to complete daily tasks.
• Prepare, submit, and follow up on customer quotes; close quotes after 30 days unless noted otherwise.
• Support job setup by organizing files, creating folders, and assisting with required job/project numbers.
• Assist with equipment rentals (lifts, cranes) and general purchasing activities.
• Maintain accurate records by updating shared documents and entering transactions, receipts, and ticket details.
• Help coordinate service activities, including preventative maintenance follow‑ups and creating service tickets.
• Assist with shipping and returns by creating freight labels and processing return documentation.
• Communicate and collaborate with team members to ensure smooth daily operations.
• Perform other related duties as assigned.

• Must be in the office at your desk ready to work at 8am Monday‑Friday.
• The workday ends after 5:00pm Monday‑Friday.
• Assist in any day‑to‑day office operations (i.e., filing, typing up proposals, direct mailings, any special projects from managers).
• Must always maintain a professional manner of communication.
• Due to increased work volume, it may be necessary to be adaptable with your schedule according to the needs of the department.
• Think before you speak, write, text, tweet, post/comment on Facebook, post/comment on Instagram, or send emojis. You represent the company always. Please keep this in mind prior to sharing your personal life with customers, employees, subcontractors, technicians, or any individual you are in contact with.
• Limit emotion from emails, phone calls and text messages.
• Please maintain a professional and well‑groomed appearance.