Sales Coordinator in New Paltz, New York at HOP Energy, LLC

Overview

The Sales Coordinator plays a critical support role within the Sales Department, providing administrative, operational, and customer service assistance to ensure a seamless experience from proposal to post-installation. This position works closely with Comfort Specialists, customers, and the installation and operations teams to coordinate permitting, schedule post-install inspections, process sales documentation, and maintain organized, accurate records. The Sales Coordinator ensures that every sale moves efficiently through the workflow while maintaining compliance, accuracy, and exceptional service standards.

Key Responsibilities

Sales Administration & Coordination

• Review and process completed sales packets, ensuring all customer, equipment, and financial information is accurate and complete.
• Enter job details, signed contracts, and documentation into the CRM or project management system.
• Coordinate internal handoff between Sales and Operations to ensure timely scheduling and readiness for installation.
• Track open proposals and pending jobs, assisting Comfort Specialists with follow-up tasks as needed.
• Maintain organized digital and physical files for customer jobs, proposals, and compliance records.

Permitting & Compliance

• Obtain required local, municipal, or state permits for HVAC installations in a timely and compliant manner.
• Prepare and submit all necessary permit applications, supporting documentation, and payments.
• Communicate, regularly, with permitting authorities to track application status and resolve issues promptly.
• Communicate results and completion status to customers and internal stakeholders.
• Confirm utility account holder and that all rebate documents are completed, accurate.
• Submit for payment prior to scheduling, both weekly confirmation as well as day before install confirmation.

Customer Service & Communication

• Serve as a point of contact for customers during post-sale phases, answering questions about scheduling, permitting, and inspection timelines.
• Support Comfort Specialists in maintaining strong customer relationships and high satisfaction ratings.
• Provide professional, courteous, and timely responses to customer inquiries via phone and email.

Qualifications & Experience

• Minimum of two (2) years of experience in administrative coordination, customer service, or sales support, ideally in HVAC, construction, or a related technical industry.
• Familiarity with permitting processes.
• Strong organizational and time management skills with a proven ability to handle multiple priorities and deadlines.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and CRM or ERP software (e.g., Salesforce, ServiceTitan, or similar).
• Detail-oriented with strong follow-up habits and a proactive, problem-solving ability.
• Ability to work collaboratively with field sales, operations, and management teams.

Core Competencies

• Organization & Accuracy: Maintains detailed records and ensures documentation is complete and compliant.
• Communication: Clearly conveys information across teams and to customers in a professional, service-oriented manner.
• Process Management: Understands and executes complex workflows involving permitting, inspection, and job coordination.
• Customer Focus: Builds trust and satisfaction by providing clear updates and responsive support.
• Team Collaboration: Works effectively across departments to meet shared goals and deadlines.
• Problem Solving: Anticipates issues, identifies obstacles, and acts quickly to resolve them.
• Accountability: Follows through on commitments and ensures deadlines are consistently met.