Inside Sales Specialist

We are seeking a highly motivated, detail-oriented, and customer-focused Inside Sales Representative with experience in the HVAC manufacturing industry. The ideal candidate will have a strong understanding of HVAC equipment, components, and systems, along with experience supporting customers, contractors, distributors, and outside sales representatives.

This position is responsible for managing customer inquiries, preparing quotes, processing orders, coordinating with production and logistics teams, and providing technical product information to ensure customer satisfaction and timely order fulfillment.

The ideal candidate will possess excellent communication skills, strong organizational abilities, and the ability to work in a fast-paced manufacturing environment while maintaining accuracy and delivering exceptional customer service.

Primary Responsibilities

Inside Sales & Customer Support

• Manage incoming customer inquiries via phone, email, and other communication channels.
• Provide product information, pricing, availability, and lead times for HVAC equipment, parts, and components.
• Build and maintain strong relationships with HVAC contractors, distributors, dealers, and existing customers.
• Support outside sales representatives with quotations, order processing, customer follow-ups, and sales administration.
• Identify opportunities to upsell products, recommend alternative solutions, and increase customer satisfaction.
• Follow up on outstanding quotations, customer requests, and potential sales opportunities.

Quotations & Order Management

• Prepare accurate sales quotations, proposals, and pricing based on customer requirements.
• Process customer purchase orders and enter sales orders into ERP or CRM systems.
• Verify product specifications, pricing, quantities, and delivery requirements.
• Coordinate with production, inventory, purchasing, and shipping departments to ensure timely order fulfillment.
• Monitor open orders, production schedules, and shipping timelines.
• Communicate order updates, delays, and delivery expectations to customers.
• Assist with returns, warranty inquiries, order discrepancies, and customer concerns.

HVAC Product & Technical Support

• Develop and maintain knowledge of HVAC equipment, systems, and manufactured products.
• Assist customers with product selection based on technical specifications and application requirements.
• Review product catalogs, technical documentation, and equipment specifications.
• Communicate with engineering and technical support teams to clarify product requirements.
• Provide information regarding replacement parts, equipment compatibility, and product availability.
• Stay informed about new HVAC products, industry developments, and manufacturing capabilities.

Sales Administration & Reporting

• Maintain accurate customer records, sales activities, quotations, and order information within CRM and ERP systems.
• Prepare sales reports, track open quotations, and monitor customer order activity.
• Assist with customer account management, pricing updates, and sales documentation.
• Collaborate with accounting regarding billing inquiries, credit issues, and invoice discrepancies.
• Support continuous improvement initiatives to increase efficiency and customer satisfaction.

Required Qualifications

• Minimum of 2–3 years of inside sales, sales support, or customer service experience , preferably within HVAC manufacturing, industrial equipment, or a related technical industry.
• Experience working with HVAC equipment, components, parts, or mechanical products strongly preferred.
• Knowledge of HVAC terminology, product specifications, and manufacturing processes.
• Experience preparing quotations, processing purchase orders, and managing customer accounts.
• Proficiency in Microsoft Office, including Excel, Word, and Outlook.
• Experience using ERP and CRM systems such as SAP, NetSuite, Oracle, Salesforce, or similar platforms.
• Strong communication, organizational, and multitasking skills.
• Ability to interpret customer requirements and communicate technical product information.
• Strong attention to detail and ability to manage multiple customer requests and deadlines.

Preferred Qualifications

• Previous experience working for an HVAC manufacturer, distributor, or industrial equipment supplier.
• Familiarity with commercial and residential HVAC systems, including heat pumps, air conditioning units, chillers, and related components.
• Experience supporting outside sales teams and distributor networks.
• Knowledge of HVAC product specifications, technical drawings, and equipment selection.
• Experience working in a manufacturing environment with production schedules and inventory requirements.
• Bilingual English/Spanish is a plus.

Key Skills & Competencies

• Inside Sales & Customer Relationship Management
• HVAC Product Knowledge
• Sales Quotations & Pricing
• Order Entry & Purchase Order Processing
• ERP & CRM Systems
• Customer Service & Account Management
• Technical Sales Support
• Manufacturing & Production Coordination
• Inventory & Order Tracking
• Problem-Solving & Attention to Detail
• Strong Communication & Time Management

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