Customer Experience & Sales Coordinator

Responsibilities

• Lead & Sales Coordination
• Respond promptly to new leads and schedule sales appointments
• Track lead activity and maintain accurate CRM notes
• Assign leads to sales consultants and coordinate availability
• Record sold jobs and ensure accurate sales-to-install handoff details
• Install Scheduling & Customer Coordination
• Maintain the installation schedule for all sold jobs
• Confirm installation dates with customers and review job expectations
• Schedule punch list items and incomplete work from previous installs
• Cook with the Install Manager and foremen to track job progress
• Communicate schedule updates or delays to customers
• Materials & Vendor Coordination
• Ensure equipment and materials are staged for upcoming installs
• Coordinate subcontractors and special equipment when required
• Manage purchase orders and vendor deliveries
• Handle equipment returns, warranties, and vendor communication
• Equipment Registration & Rebates
• Register equipment with manufacturers
• Submit and track rebates and extended warranties
• Maintain accurate logs for registrations and confirmations
• Follow up with installers for missing serial numbers or documentation
• Job Costing & Administrative Support
• Complete job costing paperwork and send to accounting
• Track installation progress within ServiceTitan
• Maintain inspection, rebate, and warranty records
• Return customer calls and resolve open issues

Requirements

• Must Have Qualifications
• 3+ years experience in customer service, scheduling, or office coordination
• Experience working with multiple teams (sales, field technicians, and customers) simultaneously
• Strong organizational and communication skills
• Comfortable working in CRM systems and scheduling software (ServiceTitan experience preferred)
• Ability to manage multiple priorities and deadlines in a fast-paced environment
• High attention to detail for permits, paperwork, job costing, and customer documentation
• Nice to Have
• Experience in HVAC, plumbing, construction, or home services
• Familiarity with permits, inspections, equipment registrations, or manufacturer rebates
• Project coordination or operations experience
• Experience coordinating install crews or field teams