Sales Operation Coordinator

Job Description

Job Description

We are seeking a highly organized, detail-oriented, and customer-focused Post-Sale Operations Coordinator to manage projects from the point of sale through installation readiness. This role serves as the link between our Comfort Advisors, homeowners, Accounting, and Operations teams, ensuring every sold job progresses smoothly and efficiently. While Comfort Advisors maintain ownership of the sales process and customer relationship, this position plays a critical role in supporting both the customer experience and operational execution after the sale. The successful candidate will ensure jobs are properly documented, funded, qualified, and ready for installation while proactively identifying and resolving issues before they impact customers or operations. Beyond supporting HVAC sales, this position offers the opportunity to grow into a broader operational support role across multiple sales departments, helping drive consistency, accountability, and project visibility throughout the organization.

Key Responsibilities Post-Sale Job Coordination

• Manage sold jobs from contract signing through installation readiness.
• Review all sold jobs for completeness and accuracy.
• Maintain detailed and accurate notes within company systems.
• Ensure all necessary documentation is received, completed, and filed.
• Track project progress and proactively address issues that could delay installation.
• Work directly with homeowners, Comfort Advisors, Accounting, and Operations to ensure jobs remain on track.

Customer Communication

• Serve as a primary point of contact for homeowners regarding post-sale requirements and project status.
• Coordinate customer needs, expectations, and scheduling updates.
• Answer customer questions and direct issues to the appropriate department when necessary.
• Maintain a high level of customer service throughout the project lifecycle.

Deposit & Payment Management

• Send customer payment links on behalf of Comfort Advisors when requested.
• Accept and process customer payments received by phone.
• Monitor deposit status for all sold jobs.
• Ensure required deposits are received within company guidelines.
• Follow up on outstanding deposits and communicate status to management and sales teams.
• Escalate jobs that do not meet deposit requirements and assist in determining whether they should be held or canceled.

Financing & Documentation

• Process financing applications and required documentation.
• Verify all contracts, financing documents, disclosures, and required forms are completed accurately.
• Ensure all signatures are obtained prior to installation.
• Maintain compliance with company and financing requirements.

Job Readiness Verification

• Ensure New Equipment Sales Forms are complete and accurate.
• Verify all required job-site photos have been received and uploaded.
• Confirm all required information is available for installation planning.
• Identify and resolve documentation or process deficiencies before installation is scheduled.
• Maintain quality-control standards for all sold jobs.

Rebate & Equipment Qualification

• Review sold systems to ensure all quoted rebates, incentives, and promotions qualify based on equipment selections and installation requirements.
• Verify AHRI matchups and system eligibility prior to installation.
• Identify additional manufacturer, utility, or promotional rebates that may benefit the company in lieu of additional discounts and adjust estimates accordingly.
• Ensure all documentation required for rebate eligibility is obtained prior to installation.
• Provide Accounting with complete and accurate information necessary for post-installation rebate processing.

HOA & Special Project Coordination

• Manage HOA approvals and documentation requirements.
• Coordinate projects involving construction, remodels, or other factors that may impact installation timelines.
• Track project milestones and proactively communicate schedule impacts.
• Ensure all external approvals and customer requirements are satisfied prior to installation.

Interdepartmental Coordination

• Work closely with Comfort Advisors, Accounting, Operations, and Installation teams.
• Ensure seamless handoff of jobs to Installation and Accounting.
• Assist with resolving issues that could impact project completion, customer satisfaction, scheduling, or cash flow.
• Maintain visibility of project status for all stakeholders.

Cross-Training & Backup Support

• Learn and provide backup coverage for the Sales Coordinator role.
• Cross-train with the Sales Coordinator to provide continuity and operational support.
• Assist in maintaining team efficiency during vacations, absences, or periods of high workload.
• Build proficiency in multiple operational functions to strengthen departmental flexibility.

Career Growth & Expanded Sales Support This role is intended to grow beyond HVAC post-sale coordination and become a key operational support position for all sales departments within the organization. As processes are refined and mastered, this individual will have opportunities to:

• Support multiple sales departments with project coordination and administrative functions.
• Assist in managing company-wide Work In Progress (WIP) and held jobs.
• Help develop and improve operational workflows.
• Act as a resource for sales teams by ensuring projects move efficiently from sale to completion.
• Take ownership of reporting, tracking, and visibility of jobs throughout the sales pipeline.
• Become a central point of coordination between Sales, Operations, Accounting, and Installation.
• Support leadership initiatives aimed at improving efficiency, accountability, and customer experience throughout the organization.

Qualifications Required Skills

• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• High attention to detail.
• Ability to manage multiple priorities simultaneously.
• Strong problem-solving and follow-through skills.
• Proficiency with CRM systems and Microsoft Office.
• Ability to work independently while collaborating with multiple departments.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.

Preferred Experience

• HVAC industry experience.
• Project coordination or project management experience.
• Customer service experience.
• Financing, accounting, or administrative experience.
• Construction, home services, or contractor experience.
• Experience working with permits, HOA applications, rebate programs, and installation scheduling.

Ideal Candidate Traits

• Extremely detail-oriented.
• Process-driven and accountable.
• Professional and customer-focused.
• Comfortable holding customers and team members accountable for deadlines and required documentation.
• Able to anticipate issues before they become problems.
• Skilled at balancing customer service with operational efficiency.
• Team-oriented and willing to assist wherever needed.
• Takes ownership and follows tasks through to completion.

Success Measures

• Deposits collected and documented within established company timelines.
• Jobs consistently move from sale to installation without delays caused by missing information, documentation, or approvals.
• Financing, paperwork, AHRI matchups, and eligibility requirements are completed accurately and on time.
• New Equipment Sales Forms and job photos are verified before installation scheduling.
• Job notes and project records remain current, accurate, and actionable.
• Strong communication between customers, sales, accounting, and installation teams.
• Reduced held-job inventory and improved WIP management.
• Positive customer experience throughout the post-sale process.
• Increased operational efficiency across sales and installation departments.

Position Mission Own the operational success of every sold job from contract signing through installation readiness, ensuring customers, sales, accounting, and installation teams have everything needed to deliver an exceptional experience while preventing delays, missed opportunities, and unnecessary discounts.

Wage / Hours:

This position is a full-time, hourly, and non-exempt position. Our general office hours are 7am-6pm, with varying shifts for this position. Wage is $25-30 per hour (depending on experience). Bonus program is available for this position, (more details about pay during application process).

Location:

Greenwood Heating operates out of two offices. We have a Everett (North End) office and a Tukwila (South End). This  position can be based out of either location.

About Greenwood Heating Benefits:

• Paid Training
• Paid Time Off (PTO)
• Paid Holidays
• Health Benefits (Medical, Vision, Dental)
• 401-k
• Advancement Opportunities
• Several Locations