Sales Operation Coordinator

We are seeking a highly organized, detail-oriented, and customer-focused Post-Sale Operations Coordinator to manage projects from the point of sale through installation readiness. This role serves as the link between our Comfort Advisors, homeowners, Accounting, and Operations teams, ensuring every sold job progresses smoothly and efficiently. While Comfort Advisors maintain ownership of the sales process and customer relationship, this position plays a critical role in supporting both the customer experience and operational execution after the sale.

The successful candidate will ensure jobs are properly documented, funded, qualified, and ready for installation while proactively identifying and resolving issues before they impact customers or operations. Beyond supporting HVAC sales, this position offers the opportunity to grow into a broader operational support role across multiple sales departments, helping drive consistency, accountability, and project visibility throughout the organization.

• Manage sold jobs from contract signing through installation readiness.
• Review all sold jobs for completeness and accuracy.
• Maintain detailed and accurate notes within company systems.
• Ensure all necessary documentation is received, completed, and filed.
• Track project progress and proactively address issues that could delay installation.
• Work directly with homeowners, Comfort Advisors, Accounting, and Operations to ensure jobs remain on track.

• Serve as a primary point of contact for homeowners regarding post-sale requirements and project status.
• Coordinate customer needs, expectations, and scheduling updates.
• Answer customer questions and direct issues to the appropriate department when necessary.
• Maintain a high level of customer service throughout the project lifecycle.

• Send customer payment links on behalf of Comfort Advisors when requested.
• Accept and process customer payments received by phone.
• Monitor deposit status for all sold jobs.
• Ensure required deposits are received within company guidelines.
• Follow up on outstanding deposits and communicate status to management and sales teams.
• Escalate jobs that do not meet deposit requirements and assist in determining whether they should be held or canceled.

• Process financing applications and required documentation.
• Verify all contracts, financing documents, disclosures, and required forms are completed accurately.
  
  Ensure all signatures are obtained prior to installation.
• Maintain compliance with company and financing requirements.

• Ensure New Equipment Sales Forms are complete and accurate.
• Verify all required job-site photos have been received and uploaded.
• Confirm all required information is available for installation planning.
• Identify and resolve documentation or process deficiencies before installation is scheduled.
• Maintain quality-control standards for all sold jobs.

• Review sold systems to ensure all quoted rebates, incentives, and promotions qualify based on equipment selections and installation requirements.
• Verify AHRI matchups and system eligibility prior to installation.
• Identify additional manufacturer, utility, or promotional rebates that may benefit the company in lieu of additional discounts and adjust estimates accordingly.
• Ensure all documentation required for rebate eligibility is obtained prior to installation.
• Provide Accounting with complete and accurate information necessary for post-installation rebate processing.

• Manage HOA approvals and documentation requirements.
• Coordinate projects involving construction, remodels, or other factors that…