Overview
The Sales Coordinator plays a critical support role within the Sales Department, providing administrative, operational, and customer service assistance to ensure a seamless experience from proposal to post-installation. This position works closely with Comfort Specialists, customers, and the installation and operations teams to coordinate permitting, schedule post-install inspections, process sales documentation, and maintain organized, accurate records. The Sales Coordinator ensures that every sale moves efficiently through the workflow while maintaining compliance, accuracy, and exceptional service standards.
Key Responsibilities
Sales Administration & Coordination
Review and process completed sales packets, ensuring all customer, equipment, and financial information is accurate and complete.Enter job details, signed contracts, and documentation into the CRM or project management system.Coordinate internal handoff between Sales and Operations to ensure timely scheduling and readiness for installation.Track open proposals and pending jobs, assisting Comfort Specialists with follow-up tasks as needed.Maintain organized digital and physical files for customer jobs, proposals, and compliance records.Permitting & Compliance
Obtain required local, municipal, or state permits for HVAC installations in a timely and compliant manner.Prepare and submit all necessary permit applications, supporting documentation, and payments.Communicate, regularly, with permitting authorities to track application status and resolve issues promptly.Communicate results and completion status to customers and internal stakeholders.Confirm utility account holder and that all rebate documents are completed, accurate.Submit for payment prior to scheduling, both weekly confirmation as well as day before install confirmation.Customer Service & Communication
Serve as a point of contact for customers during post-sale phases, answering questions about scheduling, permitting, and inspection timelines.Support Comfort Specialists in maintaining strong customer relationships and high satisfaction ratings.Provide professional, courteous, and timely responses to customer inquiries via phone and email.Qualifications & Experience
Minimum of two (2) years of experience in administrative coordination, customer service, or sales support, ideally in HVAC, construction, or a related technical industry.Familiarity with permitting processes.Strong organizational and time management skills with a proven ability to handle multiple priorities and deadlines.Excellent verbal and written communication skills.Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and CRM or ERP software (e.g., Salesforce, ServiceTitan, or similar).Detail-oriented with strong follow-up habits and a proactive, problem-solving ability.Ability to work collaboratively with field sales, operations, and management teams.Core Competencies
Organization & Accuracy: Maintains detailed records and ensures documentation is complete and compliant.Communication: Clearly conveys information across teams and to customers in a professional, service-oriented manner.Process Management: Understands and executes complex workflows involving permitting, inspection, and job coordination.Customer Focus: Builds trust and satisfaction by providing clear updates and responsive support.Team Collaboration: Works effectively across departments to meet shared goals and deadlines.Problem Solving: Anticipates issues, identifies obstacles, and acts quickly to resolve them.Accountability: Follows through on commitments and ensures deadlines are consistently met. Read LessOverview
The Sales Coordinator plays a critical support role within the Sales Department, providing administrative, operational, and customer service assistance to ensure a seamless experience from proposal to post-installation. This position works closely with Comfort Specialists, customers, and the installation and operations teams to coordinate permitting, schedule post-install inspections, process sales documentation, and maintain organized, accurate records. The Sales Coordinator ensures that every sale moves efficiently through the workflow while maintaining compliance, accuracy, and exceptional service standards.
Key Responsibilities
Sales Administration & Coordination
Review and process completed sales packets, ensuring all customer, equipment, and financial information is accurate and complete.Enter job details, signed contracts, and documentation into the CRM or project management system.Coordinate internal handoff between Sales and Operations to ensure timely scheduling and readiness for installation.Track open proposals and pending jobs, assisting Comfort Specialists with follow-up tasks as needed.Maintain organized digital and physical files for customer jobs, proposals, and compliance records.Permitting & Compliance
Obtain required local, municipal, or state permits for HVAC installations in a timely and compliant manner.Prepare and submit all necessary permit applications, supporting documentation, and payments.Communicate, regularly, with permitting authorities to track application status and resolve issues promptly.Communicate results and completion status to customers and internal stakeholders.Confirm utility account holder and that all rebate documents are completed, accurate.Submit for payment prior to scheduling, both weekly confirmation as well as day before install confirmation.Customer Service & Communication
Serve as a point of contact for customers during post-sale phases, answering questions about scheduling, permitting, and inspection timelines.Support Comfort Specialists in maintaining strong customer relationships and high satisfaction ratings.Provide professional, courteous, and timely responses to customer inquiries via phone and email.Qualifications & Experience
Minimum of two (2) years of experience in administrative coordination, customer service, or sales support, ideally in HVAC, construction, or a related technical industry.Familiarity with permitting processes.Strong organizational and time management skills with a proven ability to handle multiple priorities and deadlines.Excellent verbal and written communication skills.Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and CRM or ERP software (e.g., Salesforce, ServiceTitan, or similar).Detail-oriented with strong follow-up habits and a proactive, problem-solving ability.Ability to work collaboratively with field sales, operations, and management teams.Core Competencies
Organization & Accuracy: Maintains detailed records and ensures documentation is complete and compliant.Communication: Clearly conveys information across teams and to customers in a professional, service-oriented manner.Process Management: Understands and executes complex workflows involving permitting, inspection, and job coordination.Customer Focus: Builds trust and satisfaction by providing clear updates and responsive support.Team Collaboration: Works effectively across departments to meet shared goals and deadlines.Problem Solving: Anticipates issues, identifies obstacles, and acts quickly to resolve them.Accountability: Follows through on commitments and ensures deadlines are consistently met. Read LessOverview
The Sales Coordinator plays a critical support role within the Sales Department, providing administrative, operational, and customer service assistance to ensure a seamless experience from proposal to post-installation. This position works closely with Comfort Specialists, customers, and the installation and operations teams to coordinate permitting, schedule post-install inspections, process sales documentation, and maintain organized, accurate records. The Sales Coordinator ensures that every sale moves efficiently through the workflow while maintaining compliance, accuracy, and exceptional service standards.
Key Responsibilities
Sales Administration & Coordination
Review and process completed sales packets, ensuring all customer, equipment, and financial information is accurate and complete.Enter job details, signed contracts, and documentation into the CRM or project management system.Coordinate internal handoff between Sales and Operations to ensure timely scheduling and readiness for installation.Track open proposals and pending jobs, assisting Comfort Specialists with follow-up tasks as needed.Maintain organized digital and physical files for customer jobs, proposals, and compliance records.Permitting & Compliance
Obtain required local, municipal, or state permits for HVAC installations in a timely and compliant manner.Prepare and submit all necessary permit applications, supporting documentation, and payments.Communicate, regularly, with permitting authorities to track application status and resolve issues promptly.Communicate results and completion status to customers and internal stakeholders.Confirm utility account holder and that all rebate documents are completed, accurate.Submit for payment prior to scheduling, both weekly confirmation as well as day before install confirmation.Customer Service & Communication
Serve as a point of contact for customers during post-sale phases, answering questions about scheduling, permitting, and inspection timelines.Support Comfort Specialists in maintaining strong customer relationships and high satisfaction ratings.Provide professional, courteous, and timely responses to customer inquiries via phone and email.Qualifications & Experience
Minimum of two (2) years of experience in administrative coordination, customer service, or sales support, ideally in HVAC, construction, or a related technical industry.Familiarity with permitting processes.Strong organizational and time management skills with a proven ability to handle multiple priorities and deadlines.Excellent verbal and written communication skills.Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and CRM or ERP software (e.g., Salesforce, ServiceTitan, or similar).Detail-oriented with strong follow-up habits and a proactive, problem-solving ability.Ability to work collaboratively with field sales, operations, and management teams.Core Competencies
Organization & Accuracy: Maintains detailed records and ensures documentation is complete and compliant.Communication: Clearly conveys information across teams and to customers in a professional, service-oriented manner.Process Management: Understands and executes complex workflows involving permitting, inspection, and job coordination.Customer Focus: Builds trust and satisfaction by providing clear updates and responsive support.Team Collaboration: Works effectively across departments to meet shared goals and deadlines.Problem Solving: Anticipates issues, identifies obstacles, and acts quickly to resolve them.Accountability: Follows through on commitments and ensures deadlines are consistently met. Read LessOverview
The Sales Coordinator plays a critical support role within the Sales Department, providing administrative, operational, and customer service assistance to ensure a seamless experience from proposal to post-installation. This position works closely with Comfort Specialists, customers, and the installation and operations teams to coordinate permitting, schedule post-install inspections, process sales documentation, and maintain organized, accurate records. The Sales Coordinator ensures that every sale moves efficiently through the workflow while maintaining compliance, accuracy, and exceptional service standards.
Key Responsibilities
Sales Administration & Coordination
Review and process completed sales packets, ensuring all customer, equipment, and financial information is accurate and complete.Enter job details, signed contracts, and documentation into the CRM or project management system.Coordinate internal handoff between Sales and Operations to ensure timely scheduling and readiness for installation.Track open proposals and pending jobs, assisting Comfort Specialists with follow-up tasks as needed.Maintain organized digital and physical files for customer jobs, proposals, and compliance records.Permitting & Compliance
Obtain required local, municipal, or state permits for HVAC installations in a timely and compliant manner.Prepare and submit all necessary permit applications, supporting documentation, and payments.Communicate, regularly, with permitting authorities to track application status and resolve issues promptly.Communicate results and completion status to customers and internal stakeholders.Confirm utility account holder and that all rebate documents are completed, accurate.Submit for payment prior to scheduling, both weekly confirmation as well as day before install confirmation.Customer Service & Communication
Serve as a point of contact for customers during post-sale phases, answering questions about scheduling, permitting, and inspection timelines.Support Comfort Specialists in maintaining strong customer relationships and high satisfaction ratings.Provide professional, courteous, and timely responses to customer inquiries via phone and email.Qualifications & Experience
Minimum of two (2) years of experience in administrative coordination, customer service, or sales support, ideally in HVAC, construction, or a related technical industry.Familiarity with permitting processes.Strong organizational and time management skills with a proven ability to handle multiple priorities and deadlines.Excellent verbal and written communication skills.Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and CRM or ERP software (e.g., Salesforce, ServiceTitan, or similar).Detail-oriented with strong follow-up habits and a proactive, problem-solving ability.Ability to work collaboratively with field sales, operations, and management teams.Core Competencies
Organization & Accuracy: Maintains detailed records and ensures documentation is complete and compliant.Communication: Clearly conveys information across teams and to customers in a professional, service-oriented manner.Process Management: Understands and executes complex workflows involving permitting, inspection, and job coordination.Customer Focus: Builds trust and satisfaction by providing clear updates and responsive support.Team Collaboration: Works effectively across departments to meet shared goals and deadlines.Problem Solving: Anticipates issues, identifies obstacles, and acts quickly to resolve them.Accountability: Follows through on commitments and ensures deadlines are consistently met. Read LessSUMMARY
Performs required diagnostics and repair of HVAC and oil heating systems.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
▪ Document services performed and parts used
▪ Previous experience servicing oil heating systems and air conditioning systems
▪ Have the proper tools to perform the required services
▪ Installation of all heating and cooling equipment
QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
▪ Possess a valid driver’s license
▪ Possess good customer skills
▪ Possess a valid Oil Burner Technician Certificate/License
▪ Installation experience a plus
▪ Air conditioning certification a plus
▪ Ability to drive a service van
▪ A flexible work schedule is required - nights, weekends & holidays
▪ Ability to digitally receive, update and complete service work
▪ Personal cell phone
LANGUAGE SKILLS
Excellent communication skills are necessary. Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers and other employees of the organization.
MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rates, ratios and percentages.
Read LessSUMMARY
Performs required diagnostics and repair of HVAC and oil heating systems.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
▪ Document services performed and parts used
▪ Previous experience servicing oil heating systems and air conditioning systems
▪ Have the proper tools to perform the required services
▪ Installation of all heating and cooling equipment
QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
▪ Possess a valid driver’s license
▪ Possess good customer skills
▪ Possess a valid Oil Burner Technician Certificate/License
▪ Installation experience a plus
▪ Air conditioning certification a plus
▪ Ability to drive a service van
▪ A flexible work schedule is required - nights, weekends & holidays
▪ Ability to digitally receive, update and complete service work
▪ Personal cell phone
LANGUAGE SKILLS
Excellent communication skills are necessary. Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers and other employees of the organization.
MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rates, ratios and percentages.
Read LessSUMMARY
Performs required diagnostics and repair of HVAC and oil heating systems.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
▪ Document services performed and parts used
▪ Previous experience servicing oil heating systems and air conditioning systems
▪ Have the proper tools to perform the required services
▪ Installation of all heating and cooling equipment
QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
▪ Possess a valid driver’s license
▪ Possess good customer skills
▪ Possess a valid Oil Burner Technician Certificate/License
▪ Installation experience a plus
▪ Air conditioning certification a plus
▪ Ability to drive a service van
▪ A flexible work schedule is required - nights, weekends & holidays
▪ Ability to digitally receive, update and complete service work
▪ Personal cell phone
LANGUAGE SKILLS
Excellent communication skills are necessary. Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers and other employees of the organization.
MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rates, ratios and percentages.
Read LessInstalls and services automatic oil burners in furnaces, as well as other heating equipment and associated systems in homes and commercial establishments by performing the following duties.
Essential Functions
Drives service van, service heating systems, maintain required records, communicate with dispatcher and service department, comply with safety requirements, deliver product, and comply with company dress and comportment policies.
Other Duties and Functions
Occasionally, required to assist with or perform installations. Deliver and remove boilers, furnaces, heating or hot water equipment or fuel tanks which may weigh up to 1500 pounds.
Equipment RequirementsPossesses the tools necessary to perform service repairs, and installations.
Qualifications/Requirements
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Sensory Requirements
Balance, Talking, Hearing, Near Vision, Midrange Vision, Far Vision, Depth Perception, Peripheral Vision, Color Vision.
Environmental-
Outdoor Locations –5%Indoor Locations – 95%Wet ConditionsHeatNoiseElectrical HazardHeightsFumes/GasEducation/ Experience/License Requirements
Two to four years related experience and/or training; or equivalent combination of education and experience.Valid drivers license.A valid occupational license (if required).Ability to pass a certified test for substance abuse.Employment Eligibility Verification (new employee).Record of traffic violations.Ability to practice strong interpersonal skills.Adequate knowledge of electrical systems.Adequate knowledge of potable water systems.Adequate knowledge of hydronics and air distribution systems of heating systems.Adequate knowledge of underground oil tanks and related oil distribution systems.Knowledge of the functions of all job related tools and devices, and the ability to skillfully use them.Ability to read and decipher schematic drawings.Language Skills
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively with customers or other employees of organization.
Mathematical Skills
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent.
Reasoning Ability
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Other Skills and Abilities
Ability to practice strong interpersonal skills.Adequate knowledge of electrical systems.Adequate knowledge of potable water systems.Adequate knowledge of hydronics and air distribution systems of heating systems.Adequate knowledge of underground oil tanks and related oil distribution systems.Knowledge of the functions of all job related tools and devices, and the ability to skillfully use them.Ability to read and decipher schematic drawings.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts, fumes or airborne particles, and outside weather conditions. The noise level in the work environment is usually moderate.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Read LessSUMMARY
Performs required diagnostics and repair of HVAC and oil heating systems.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Document services performed and parts usedPrevious experience servicing oil heating systems and air conditioning systemsHave the proper tools to perform the required servicesInstallation of all heating and cooling equipmentQUALIFICATIONS
Possess a valid driver’s licensePossess good customer skillsPossess a valid MA Oil Burner Technician License / CertificateInstallation experience a plusAir conditioning certification a plusAbility to drive a service vanA flexible work schedule is required - nights, weekends & holidaysAbility to digitally receive, update and complete service workPersonal cell phoneLANGUAGE SKILLS
Excellent communication skills are necessary. Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers and other employees of the organization.
MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rates, ratios and percentages.
