Inside Sales / Project Coordinator / Estimator

Job Description

Job Description

Spies Company, LLC is looking for just the right person to add to our team. We are a small, family-owned manufacturer’s representative for commercial and industrial hydronics / HVAC products and supplies. This is a highly specialized, niche industry - there are very few people with all the skills needed for this role. The good news is that we are willing to train (and we’re really good at it). If you have some or several of the skills described below, we could be your next employer.

The Inside Sales / Project Coordinator / Estimator is a full-time position and is responsible for the entire sales cycle of products we represent. The typical project contains the following steps:

1. Review projects that need our products. Complete a detailed review of the project plans, specifications and bid documents to determine which products and material are required for the job (the take-off) to generate a quote.

2. Quotes are submitted to the customer managing the project (typically a mechanical contractor) prior to the date the bid is due. Quotes are monitored for activity, changes, and follow-up (usually a submittal).

3. Complete the submittal (detailed product specifications documents submitted for each item on the quote) in collaboration with the bid coordinator. Customers and their engineers review the submittals to ensure our quoted products match the project requirements. Submittals are generally followed by a final bid determination.

4. Once awarded the bid, work with the customer to determine project timing and generate purchase orders to the factories for the materials required for the project in the sequence required for the job.

5. Track purchase orders, monitor delivery and receipt of the materials, ensuring items are at the job site at the correct time for the project timeline. Ongoing communication with the customer is key to the success of their project and our sale.

6. Generate invoices to the customer after the material is delivered as well as handling after delivery questions and follow-up.

Sounds simple, and sometimes it is. But there are always variables. That’s where we need your attention to detail, critical thinking skills and ability to manage your time. The ‘perfect’ skill set for this position include (don’t worry, no one has all of these):

Industry / Technical

• Knowledge of commercial mechanical / HVAC systems / hydronics systems
• Ability to read blueprints/mechanical plans, architectural plans, site drawings
• Experience in large, commercial construction projects (on site / in the field), mechanical contracting optimal
• Understanding of concepts and terms related to HVAC / hydronics / fluid / heating & cooling products (e.g. GPM, flow, valve, strainer, filter, separator, gauge, coil pak, diffuser, flex connector, control rod, feeder, Pete’s plug)

Business / Office

• Proficiency in core Microsoft 365 applications like Word, Excel, and Outlook including online document and file management.
• Experience with business support systems such as QuickBooks in support of the sales cycle

- Quote generation, order entry & tracking
- Purchase order entry and management
- Inventory receiving, tracking, returns
- Invoice generation and follow up, credit memos etc.

• Good with numbers / strong math skills
• Proven work history in sales (inside or outside) or similar customer facing role
• Understanding of internet use and utilization including search, browsers, and basic security practices

Soft skills

• Strong organizational and time management skills
• Excellent communication skills both verbal and written
• Attention to detail – that’s where the devil is
• Exceptional customer service and interpersonal skills
• Ability to problem solve in a variety of situations
• Flexibility to meet varying needs and unexpected issues that invariably arise
• Mechanically inclined - interested in how things work and are put together
• Motivated with the ability to take initiative

Other Requirements

We don’t have a long list of other requirements related to education, degree or certification. Those are great, but not critical to success in this role. Work and life experience and skill set are primary considerations. This is primarily an office/desk position with some driving to pick up or deliver material on an as needed basis.

If you have many or at least some skills we listed, and are willing to learn the rest, we would like to talk with you. We encourage veterans with skills that can align to the elements above to inquire. (One of our best employees is a former Army Ranger.) Individuals with disabilities, or those that may need accommodation are also welcomed. We are an equal opportunity employer.

Spies Company offers the benefits of a long-established small company – working directly with involved owners, ability to be trained and learn many facets of the business, highly flexible work environment (great for life-work balance), and a strong team culture. It’s a great place to work. Please inquire if you think you might be a match for this position. Send us your resume - be sure you list which skills above you bring to this role.

Send resumes to
Spies Company LLC, Attn: Paul Tappouni
5311 W Crenshaw St
Tampa FL 33634

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