Project Coordinator - Sales

About the role

S. Conley Sales is a reliable HVAC Manufacturer Representative based in Bozeman, MT, with a strong presence in Montana and Wyoming. We are part of the Meriton network and offer a supportive environment for growth and contribution.

Responsibilities

• Submittal Development & Coordination
• Develop, assemble, and issue complete and accurate submittal packages for awarded projects
• Collaborate with Estimating, Inside Sales, Outside Sales, and Project Managers
• Review documentation for completeness, accuracy, and consistency before release
• Ensure submittals meet engineer, contractor, and project-specific requirements
• Track submittal status and support timely turnaround
• Cross-Functional Coordination
• Act as a central point of communication between departments during the submittal process
• Identify and resolve gaps, inconsistencies, or missing information before submittal release
• Proactively follow up with internal teams to keep projects moving
• Support smooth handoffs from pre-sale to post-sale execution
• Estimating & Front-End Support
• Support the Estimating Manager with bid board review and organization
• Aid in job setup and internal coordination for upcoming bids
• Manage documents and files for active opportunities
• Aid in preparing projects for internal handoff once awarded
• Inbox & Workflow Management
• Maintain organized digital project files and documentation
• Monitor and manage shared inboxes to ensure timely response and organization
• Routinely route requests and information to appropriate team members
• Process & Quality Discipline
• Maintain consistency in submittal structure, formatting, and quality
• Improve workflows, templates, and coordination processes
• Ensure data accuracy across systems and documentation
• Process ownership and accountability
• Drive accountability across Estimating, Inside Sales, Sales, and Project Management
• Follow up to ensure required inputs are delivered accurately and on time
• Identify delays or bottlenecks and escalate when needed
• Maintain momentum so no step in the process stalls

Requirements

• Associate’s Degree in business or related field and 3+ years’ experience in customer service, project coordination or administrative role; or 5-7 years’ equivalent combination of education and experience
• Ability to prioritize, multi-task, deal with ambiguity and manage high volume projects in fast pace environment
• Strong communication skills
• High accountability and follow-through
• Strong PC skills in Microsoft Office 2007 including Word, Excel, PowerPoint, and Outlook
• Familiarity with submittals, project workflows, HVAC, mechanical contracting, engineering or construction industry experience a plus

Skills/Abilities

• Strategic Skills
• Ability to learn new skills and knowledge
• Ability to understand concepts and complexity comfortably
• Open to change and will try anything to find solutions
• Able to handle uncertainty and make decisions without knowing the whole story
• Operating Skills
• Ability to discern between tasks to determine how best to accomplish goals and organize task/people assignments to get results in a timely way
• Ability to figure out processes and simplify them in order to maximize work flow
• Behavior Skills
• Ability to manage people and situations when conflicts arise
• Ability to seize opportunities with the drive to complete goals
• Personal and Interpersonal Skills
• Able to establish and grow relationships with customers through effective verbal and written communication
• Dedicated to the needs of the customers, manufacturers and peers and has the patience to actively listen to all business partners
• Able to solve problems and skillfully negotiate with a minimum of noise while managing stress
• Demonstrates integrity and trust through appropriate directness and truthfulness
• Able to understand personal strengths and weaknesses, seek feedback and improve upon shortcomings