top of page

Project Coordinator - Sales

Below is a job description for our Project Coordinator - Sales position(s). 

JOB TITLE:                Project Coordinator - Sales

REPORTS TO:            Account Executive

FLSA STATUS:            Non-exempt




The Project Coordinator - Sales will support a sales team, coordinate and track projects from beginning to end and provide effective customer service to Team members, customers and factories concerning the details of the project.



The requirements listed below are representative of the knowledge, skill, and/or ability, and physical demands required.


  • Track ship dates and shipments to delivery; communicates with customers regarding updates

  • Maintain CRM database with bid and project information

    • Plan and Specifications

  • Collaborate regularly with Parts, Service and Accounting (invoicing coordination); prepare reports regularly

  • Sales forecasting; backing management

  • Communicate effectively with team members, customers and factories concerning details of project

  • Warranty administration:

    • Order service parts

    • Pursue reimbursements

    • Pursue order acknowledgement

    • Track shipment from factory

  • Manage receipt and distribution of all closeout materials to customers:

    • Installation operation and maintenance manuals – IOMs

    • Warranty

    • Spare parts

    • Startup reports

  • Assist with distribution and receipt of submittals

  • Generate, interpret and print reports and other materials

  • Fax, copy, enter data/orders and provide other clerical support to sales team

  • Performs all other duties as assigned




  • Personal and Interpersonal Skills- Ability 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. Demonstrates integrity and trust through appropriate directness and truthfulness. Ability to understand personal strengths and weaknesses, seek feedback and improve upon shortcomings.

  • Active Listening- Gives full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

  • 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.

  • Time Management- Uses time effectively and efficiently. Values time. Concentrates efforts on the more important priorities. Gets more done in less time than others. Can attend to a broader range of activities.

  • 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 workflow.


  • Behavior Skills- Ability to manage people and situations when conflicts arise. Ability to seize opportunities with the drive to complete goals.





  • Education and/or Experience- Associate’s Degree in business or related field and 3+ years’ experience in customer service, project coordination or administrative role; or 5+ years’ equivalent combination of education and experience.

  • Language Skills- Ability to read, analyze, and interpret documents in English. Ability to respond to common inquiries or complaints from customers (internal and external). Ability to effectively present information to management. Ability to interact clearly and effectively, in both written and oral communication with supervisor, customers, co-workers, vendors, etc.

  • Mathematical Skills- Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

  • Computer Skills- To perform this job successfully, an individual should have strong personal computer skills including electronic mail, record keeping, routine database activity, word processing, spreadsheet, etc. This role requires an intermediate level of knowledge of Microsoft Office. FACTs experience is a plus.

  • Other Qualifications- HVAC, mechanical contracting, engineering or construction industry experience a plus.





While performing the duties of this job, the individual must be able to remain in a stationary position for 70 percent of the time while regularly required to use hands to operate computer keyboard and telephone, reach with hands and arms. The employee frequently is required to stand, walk and sit. The employee is occasionally required to climb or balance and stoop, kneel, crouch or crawl. The employee must regularly lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.





While performing the duties of this job, the individual normally works in an office with controlled climate. The noise level in the office work environment is usually low to moderate. This individual may occasionally work in the field.


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.



NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.

bottom of page