Lead Coordinator​/Administrative Assistant

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Company Overview

Airtron Heating & Air Conditioning, located in West Chester, OH, is committed to providing top‑tier heating, ventilation, and air conditioning (HVAC) services to our valued customers. We are seeking a dedicated Lead Coordinator/Admin to join our team. This essential role ensures leads are followed up on promptly, paperwork is submitted efficiently, and our operations run smoothly.

Position Overview

As a Lead Coordinator/Admin
, you will manage and follow up on new and warm sales leads. Your tasks include outbound calls, texts, and emails to schedule appointments, answer inquiries, and drive sales conversions. You will also handle essential administrative tasks such as submitting paperwork for sold jobs, coordinating with our warehouse and partners, and maintaining speed, efficiency, and attention to detail.

• Lead Management & Follow‑up:
  • Proactively follow up with warm leads through outbound phone calls, emails, and texts.
  • Respond quickly to inbound inquiries, answering questions and scheduling appointments.
  • Maintain consistent communication to ensure timely follow‑ups and prioritize speed to lead.
  • Track lead progress in the CRM, ensuring leads are nurtured and converted to sales.
• Scheduling & Coordination:
  • Co‑ordinate and schedule sales appointments, ensuring accurate recording in the system.
  • Follow up on scheduled leads to ensure timely appointments and effective conversion.
• Paperwork & Documentation:
  • Submit necessary paperwork for sold jobs, ensuring all forms are complete and accurate.
  • Forward paperwork to the warehouse to pull correct equipment and parts.
  • Submit closed‑job paperwork to partners for prompt invoicing.
• Communication:
  • Serve as the primary contact for leads, customers, and internal teams, maintaining clear communication.
  • Confirm appointments and update job status via phone, email, and text; resolve any issues.
  • Work with the sales team, warehouse, and partners for seamless coordination.
• System Proficiency:
  • Use office software and CRM systems to track leads, schedule appointments, and maintain accurate records.
  • Update and maintain customer information and lead status in real time.
• General Administrative Support:
  • Provide administrative assistance to the sales and operations teams as needed.
  • Assist with other office tasks to enhance daily efficiency.

• Experience:
  • Prior experience in a similar role (customer service, administrative support, or sales coordination), preferably in HVAC or a service industry.
  • Comfortable making outbound calls, sending texts, and sending emails to both cold and warm leads.
  • Experience with CRM systems and lead management is a plus.
• Technical
  
  Skills:
  • Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and general office software.
  • Experience with CRM or lead management software is a plus.
• Skills & Abilities:
  • Strong verbal and written communication skills; professional handling of inbound and outbound communications.
  • Excellent organizational skills and attention to detail.
  • Comfortable in a fast‑paced environment focused on speed to lead and timely paperwork.
  • Self‑motivated, prioritizes tasks, and follows through on commitments.
• Speed & Efficiency:
  • Quick and accurate handling of tasks: lead follow‑ups, paperwork submission, and cross‑team coordination.
  • Maintains urgency while ensuring thoroughness.

• Full‑time position.
• Fast‑paced office environment with occasional overtime during peak periods.
• Occasional interaction with warehouse teams and external partners.

• Competitive salary and performance‑based incentives.
• Health, dental, and vision benefits.
• Paid time off (PTO) and holidays.
• Opportunities for professional growth and career advancement within the company.

Base Pay
: $18 – $22 per hour (based on experience and qualifications).
Estimated Base Pay
: $37,440 – $45,760 annually for a 40‑hour week.

• Leads Booked Bonus: $5 per booked lead (appointment must be kept and salesman must run).
• No Red Flags Bonus: $100 per month for no red flags; rewards consistent performance with paperwork, lead follow‑up, and general timeliness.
• Rebate Bonus: 0.5% of rebates collected.
• Spiff for Essential Home Care Contracts: $50 per contract sold.

Entry level

Full‑time

Administrative

HVAC and Refrigeration Equipment Manufacturing

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