Description of Principle Duties:
• Serve as the primary administrative support for the Outside Sales team by preparing proposals, quotes, bid documents, and customer correspondence.
• Coordinate and track commercial HVAC projects from quotation through order fulfillment, ensuring timely and accurate processing.
• Collaborate with manufacturers, vendors, engineers, contractors, and internal departments to obtain pricing, product availability, and technical information.
• Review project specifications and assist with equipment selections, substitutions, and documentation to support sales efforts.
• Maintain accurate customer records, project files, and sales activity within the CRM and ERP systems.
• Monitor open orders, deliveries, and project timelines while proactively communicating updates to customers and the sales team.
• Assist with preparing submittals, operation and maintenance manuals, closeout documents, and warranty information for commercial projects.
• Provide exceptional customer service by responding promptly to inquiries, resolving order issues, and ensuring a positive customer experience throughout the sales process.
• Support business development initiatives by coordinating customer meetings, sales presentations, trade shows, and marketing activities.

• Work closely with engineering, project management, warehouse, and accounting teams to ensure seamless execution of projects while upholding company standards for quality, accuracy, and customer satisfaction.
• Maintain onboarding checklists to ensure a consistent, professional customer experience every time
• Identify and escalate order discrepancies or delivery issues, coordinating with vendors and logistics to resolve quickly
• Champion data integrity so the sales team always has reliable information for quoting and selling
• Assist in planning and executing sales events, lunch-and-learns, trade shows, and customer visits
• Handle logistics coordination, materials preparation, and follow-up activities
• Support the job closure process by collecting and organizing required documentation
• Coordinate with project and accounting teams to ensure all post-sale steps are completed on time
• Help maintain clean records that support accurate reporting and invoicing
The listed responsibilities are not all-inclusive. This role may be called upon for a range of additional administrative and coordination duties as the sales team’s needs evolve.

Education, Experience and Qualifications:
• Prior experience in a sales support, sales coordination, or administrative role preferred
• Associate’s or Bachelor’s degree in Business Administration, Communications, or a related field
• Familiarity with HVAC or equipment distribution environments is a plus
Knowledge/Skill Set:
• Proficient with Microsoft 365 (Outlook, Excel, Word, Teams)
• Experience with order management or CRM systems
• Strong organizational skills and ability to manage competing priorities
• High degree of accuracy and attention to detail in data entry and record-keeping
• Clear, professional written and verbal communication
• Collaborative team player who can also work independently
• Proactive mindset — you anticipate needs before they become problems

Resources Provided
• On-boarding program with one-on-one support from our president and executive leadership team
• Ongoing access to leadership and employees
• Professional development opportunities through seminars, conferences, and web-based training

*This job description shall remain fluid and will be reviewed on an as needed basis.
Environmental Comfort is an Equal Opportunity Employer