Commercial Sales Coordinator

Position Summary

The Commercial Sales Coordinator provides administrative and operational support to the Commercial Sales Team, allowing Sales Representatives to focus on business development and customer relationships. This role is responsible for managing sales documentation, coordinating customer follow-up, assisting with preventive maintenance (PM) renewals, scheduling sales opportunities, and ensuring timely communication with customers throughout the sales process.

The ideal candidate is highly organized, detail-oriented, customer-focused, and thrives in a fast-paced environment. Strong communication skills, the ability to manage multiple priorities, and a proactive approach to supporting the sales team are essential.

• Prepare and enter commercial service estimates.
• Prepare and enter commercial installation estimates.
• Process demand invoices accurately and in a timely manner.
• Maintain accurate customer and project records within company systems.
• Ensure all documentation is complete and submitted according to company standards.

• Monitor all service estimates and outstanding installation estimates that are 30+ days old.
• Proactively follow up with customers via email using CRM tool, copying the assigned salesperson on all communications.
• Track customer responses and update opportunity statuses within the CRM.
• Assist the sales team in maintaining an organized and active sales pipeline.

• Schedule appointments for Sales and Estimating teams generated from various lead sources for commercial sales opportunities, including:
  • Preventive Maintenance (PM) visits
  • Service estimate appointments
  • Installation estimate appointments
  • Repair estimate appointments
• Coordinate schedules with Sales Representatives and Estimating Team's to maximize efficiency and availability.
• Assist in managing inbound sales leads and assigning appointments appropriately.
• Support communication between customers, technicians, and the Commercial Sales Team.

• Provide general administrative assistance to the Commercial Sales Team.
• Maintain organized electronic records and documentation.
• Assist with reporting, data entry, and special projects as assigned.
• Support process improvements that increase efficiency and customer satisfaction.

• High School Diploma or GED required.
• Minimum of three (3) years of experience in customer service, sales support, administrative coordination, scheduling, or a related field.
• Equivalent combinations of education and experience will be considered.

• Experience in the HVAC, plumbing, electrical, or construction industries is preferred but not required.
• Experience working with CRM software (Hub Spot experience is a plus).
• Previous experience managing sales opportunities, estimates, or customer follow-up.
• Scheduling or dispatch coordination experience is highly desirable.

• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• High level of accuracy and attention to detail.
• Ability to prioritize multiple tasks in a fast-paced environment.
• Strong customer service and relationship-building skills.
• Proficiency with Microsoft Office Suite (Outlook, Excel, Word).
• Comfortable learning new software platforms and business systems.
• Ability to work independently while collaborating effectively with a team.

• Office-based position supporting the Commercial Sales Department.
• Standard work schedule is Monday through Friday, 7:30 AM to 4:00 PM.
• Occasional overtime may be required during peak business periods.

A successful Commercial Sales Coordinator will:

• Help reduce administrative workload for Sales Representatives.
• Improve follow-up on outstanding sales opportunities.
• Keep scheduling organized and efficient.
• Deliver a high level of customer service while supporting the Commercial Sales Team in achieving revenue and growth goals.