Project Coordinator - Sales

S. Conley•Bozeman, MT

2d•Hybrid

About The Position

S. Conley Sales delivers reliable mechanical equipment solutions across Montana and Wyoming, backed by decades of experience and strong local partnerships. With a combined 75+ years of industry know-how and a reputation for service, we’ve built something special—starting in Bozeman and growing from there. As part of the Meriton network, you’ll join a team where local values meet national scale. Whether you’re early in your career or looking for your next step, this is a place where you can grow, contribute, and thrive—right from day one. Opportunity to join a thriving HVAC Manufacturer Representative in one of the strongest economies in the country. We are currently seeking to grow our team by adding a Project Coordinator-Sales, with location preference of Bozeman, MT. If you have experience in this type of role, we want to talk to you today about putting your skills to work at S Conley. You will be part of our team based in Bozeman, with responsibility for the territory of MT and WY. You will play a significant role in the success of the team, the role connects Sales, Estimating, Inside Sales and Project Management to ensure projects are executed with accuracy, clarity, and speed. This role is a service driven role, and the person is responsible for producing high-quality submittal packages and supporting front-end project setup, while maintaining alignment across multiple teams. It requires a high level of attention to detail, strong communication skills, and the ability to manage and prioritize work across multiple active projects. This position sits at the center of our operations and directly impacts how effectively we deliver projects to our customers. This role is not expected to be the primary technical expert on day one. Success in this position comes from effectively coordinating the process, collaborating across teams, and ensuring all required inputs are completed accurately and on time.

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
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
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.
Ability to manage people and situations when conflicts arise.
Ability to seize opportunities with the drive to complete goals.
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.
Able to solve problems and skillfully negotiate with a minimum of noise while managing stress.
Demonstrates integrity and trust through appropriate directness and truthfulness.
Ability to understand personal strengths and weaknesses, seek feedback and improve upon shortcomings.

Nice To Haves

Familiarity with submittals, project workflows, HVAC, mechanical contracting, engineering or construction industry experience a plus

Responsibilities

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
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
Support the Estimating Manager with bid board review and organization
Assist in job setup and internal coordination for upcoming bids
Manage documents and files for active opportunities
Assist in preparing projects for internal handoff once awarded
Monitor and manage shared inboxes to ensure timely response and organization
Route requests and information to appropriate team members
Maintain organized digital project files and documentation
Maintain consistency in submittal structure, formatting, and quality
Improve workflows, templates, and coordination processes
Ensure data accuracy across systems and documentation
Own the submittal development process from start to finish
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