Project Coordinator/Inside Sales - Hydronic Equipment

 

The Opportunity

The Project Coordinator / Inside Sales role is a key support function within the sales organization, responsible for driving accuracy and execution across the HVAC project lifecycle.

This position supports outside sales teams by managing estimating, quoting, submittals, and order coordination while maintaining strong communication with contractors and manufacturers. The role directly contributes to successful bid outcomes and project delivery.

The ideal candidate is detail-oriented, highly organized, and comfortable working in a fast-paced construction-driven environment where deadlines, accuracy, and communication are critical.

Expanding Team - Hiring Project Coordinators

Base salary - $22.00/ hr. - $46.00/hr.

 

Level 1 – Entry (0–2 years)

Scope: Basic take-offs, quoting support, order entry, guided estimating support, and project tracking.

Level 2 – Developing (2–5 years)

Scope: Independent estimating, submittals, contractor interaction, full project support ownership.

Level 3 – Advanced (5+ years)

Scope: Complex estimating, bid strategy support, manufacturer coordination, high-level project execution.

 

Key Responsibilities

Sales & Project Support

• Assisting outside sales in supporting contractor bids and project opportunities
• Perform HVAC take-offs, estimating, and product selection/pricing
• Prepare quotations, proposals, and submittals
• Enter and manage customer orders and project documentation
• Maintain project logs and ensure accurate job tracking

Project Execution & Coordination

• Track shipments, deliveries, and project milestones
• Enter and maintain project details in Company ERP tool
• Coordinate Start-Up with internal Company Service department and external Service teams
• Coordinate warranty documentation and O&M manuals (IOMs)
• Support billing documentation and project closeout requirements
• Ensure timely follow-up on open project items

Customer & Manufacturer Communication

• Communicate with contractors, engineers, and internal sales teams
• Develop strong working relationships with manufacturers as a product liaison
• Support customer inquiries with timely and accurate responses
• Participate in meetings, training sessions, and occasional site visits

Operational Excellence

• Maintain accuracy and organization across all project documentation
• Utilize estimating and productivity tools including Bluebeam Revu and Microsoft Office
• Follow company policies and maintain professional standards
• Support continuous improvement of internal processes and workflows

Qualifications

• High school diploma or equivalent plus 2+ years of relevant experience, OR
• Bachelor’s degree plus 1+ year of relevant experience
• Experience in construction, HVAC, mechanical contracting, or distribution preferred
• Familiarity with estimating, take-offs, quoting, or project coordination
• Strong organizational skills with ability to manage multiple priorities
• Excellent written and verbal communication skills
• Ability to work in a fast-paced, deadline-driven environment

Technical Skills

• Microsoft Office Suite (Excel, Word, Outlook)
• Bluebeam Revu or similar take-off software
• Manufacturer quoting or ordering systems (preferred)
• General understanding of HVAC systems and equipment (preferred)
• Requires willingness to learn CRM systems (prior experience a plus)

Work Environment

This position operates in a professional office environment with standard business equipment. The role is primarily desk-based with frequent computer use and communication with internal and external stakeholders.

Occasional travel may be required for customer meetings, job site visits, or manufacturer training sessions. Physical requirements include light lifting, filing, and general office activity as needed.