Sales Operation Coordinator

Greenwood Heating and Home Services•Everett, WA

2d•$25 - $30•Onsite

About The Position

The Post-Sale Operations Coordinator manages sold jobs from contract signing through installation readiness. The role connects Comfort Advisors, homeowners, Accounting, Operations, and Installation, ensuring jobs are accurately documented, funded, qualified, and ready to proceed. The coordinator proactively identifies and resolves issues that could affect customers, schedules, or operational execution while supporting a positive customer experience. The position also provides backup coverage for the Sales Coordinator and is intended to expand into operational support across multiple sales departments. As processes are mastered, the role may support company-wide Work In Progress and held-job management, workflow improvement, reporting, project tracking, and coordination across Sales, Operations, Accounting, and Installation. This is a full-time, hourly, non-exempt position with varying shifts within general office hours of 7 a.m. to 6 p.m. It may be based at either the Everett (North End) or Tukwila (South End) office. The wage is $25–$30 per hour, depending on experience, and a bonus program is available.

Requirements

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.
Ability to sit for prolonged periods and work on a computer.

Nice To Haves

HVAC industry experience.
Project coordination or project management experience.
Customer service experience.
Financing, accounting, or administrative experience.
Construction, home services, or contractor experience.
Experience with permits, HOA applications, rebate programs, and installation scheduling.
Process-driven and accountable approach; professionalism and customer focus; ability to hold customers and team members accountable for deadlines and documentation; ability to anticipate issues; willingness to assist across the team; and ownership of tasks through completion.

Responsibilities

Manage sold jobs from contract signing through installation readiness and review jobs for completeness and accuracy.
Maintain detailed notes and ensure required documentation is received, completed, and filed.
Track project progress and proactively address issues that could delay installation.
Coordinate with homeowners, Comfort Advisors, Accounting, Operations, and Installation to keep jobs on track and support smooth handoffs.
Serve as a primary contact for homeowners regarding post-sale requirements and project status; coordinate expectations and scheduling updates, answer questions, and route issues as needed.
Send customer payment links when requested, accept and process phone payments, monitor deposits, follow up on outstanding deposits, communicate deposit status, and escalate jobs that do not meet deposit requirements.
Process financing applications and documentation; verify contracts, financing documents, disclosures, forms, and signatures; maintain compliance with company and financing requirements.
Verify New Equipment Sales Forms, job-site photos, and other information needed for installation planning; resolve deficiencies before installation is scheduled and maintain quality-control standards.
Review equipment selections and installation requirements for rebate, incentive, promotion, AHRI matchup, and system eligibility; identify potential rebates, adjust estimates accordingly, and obtain required eligibility documentation.
Provide Accounting with accurate information required for post-installation rebate processing.
Manage HOA approvals and documentation, coordinate construction or remodel projects and other factors affecting timelines, track milestones, and ensure external approvals and customer requirements are satisfied before installation.
Help resolve issues affecting completion, customer satisfaction, scheduling, or cash flow, and maintain project-status visibility for stakeholders.
Cross-train with and provide backup coverage for the Sales Coordinator, helping maintain continuity and team efficiency during absences or high workloads.
As the role expands, support multiple sales departments, company-wide WIP and held jobs, operational workflow improvements, reporting, pipeline visibility, and leadership initiatives.