Sales Coordinator

For over 25 years, Environmental Comfort has designed and delivered Engineered HVAC Solutions, LEED & USGBC Projects, Laboratory Environments, Data Center Cooling Solutions, Commercial HVAC, Institutional HVAC, Natatorium HVAC, Industrial Process & HVAC, and more.

Description of Principal 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 elevate 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.

Employment practices will not be influenced or affected by an applicant’s or employee’s race, color, religion, sex (including pregnancy), national origin, age, disability, genetic information, sexual orientation, gender identity or expression, veteran status or any other legally protected status. Reasonable accommodations will be made for qualified individuals with disabilities unless doing so would result in an undue hardship.

Salary ranges listed are dependent upon a candidate’s qualifications, experience, internal equity, and the budgeted amount for the specific role and location.