Service Inside Sales

Air Systems•San Jose, CA

1d•Onsite

About The Position

Air Systems, Inc. is seeking a Service Inside Salesperson that supports the Service Department by preparing repair proposals, coordinating quote approvals, procuring parts and materials, and moving accepted quoted work through the service workflow. This role serves as a key link between customers, field personnel, vendors, purchasing, accounting, and dispatch to ensure quoted work is accurate, approved, scheduled, documented, and completed within customer expectations.

Requirements

Ability to manage multiple priorities, deadlines, and quote follow-up activity in a fast-paced service environment.
Strong attention to detail when reviewing scope, pricing, materials, customer approvals, and system entries.
Ability to communicate effectively with customers, technicians, vendors, dispatch, purchasing, accounting, and management.
Professional judgment to recognize when quote language, scope gaps, customer-supplied materials, or field information require clarification before proceeding.
Flexible, team-oriented approach with willingness to support phones, reporting, and general service department needs during peak periods.
High School Diploma or GED required.
Minimum 5 years of HVAC service dispatch, inside sales, service coordination, technical support, or closely related service department experience.
Proficiency with Microsoft Office, including Excel and Word.
Excellent oral and written communication skills.
Excellent customer service skills with the ability to communicate clearly and professionally with customers and internal teams.
Strong organization, follow-through, problem-solving ability, and attention to detail.
Comfortable learning software systems, service platforms, accounting systems, and customer/vendor/operational portals.

Nice To Haves

Working knowledge of HVAC service workflows, repair quoting, parts identification, work orders, dispatching, and service documentation.
Familiarity with HVAC systems, common replacement parts, manufacturer/OEM resources, and vendor pricing processes.
Experience using service management or dispatching software such as Corrigo or similar platforms.
Experience supporting maintenance agreements, recurring service work, quoted repairs, or customer portal requirements.

Responsibilities

Prepare and process customer proposals for HVAC service repairs, quoted work, and related service opportunities.
Review technician notes, job documentation, photos, and scope information to develop accurate and complete repair quotes.
Communicate with field personnel to verify scope, labor needs, materials, equipment requirements, site conditions, and customer expectations.
Identify exclusions, customer-supplied materials, warranty considerations, lead times, or assumptions that must be clearly reflected in quote language.
Track open, pending, approved, declined, and completed proposals to maintain visibility of quoted work status.
Follow up with customers on outstanding proposals and provide updates on pricing, lead times, recommended repairs, and next steps.
Maintain professional quoted-work customer service through timely communication, accurate information, and clear documentation.
Escalate urgent customer concerns, aging quotes, or approval delays to the Service Team Manager as needed.
Communicate with vendors, manufacturers, and suppliers to identify parts, obtain pricing, confirm availability, and validate lead times.
Coordinate with Purchasing to order and track materials for accepted quoted work.
Monitor material status and communicate delays or changes that may impact scheduling or customer expectations.
Work with drivers, warehouse, technicians, and vendors to support timely receipt and delivery of materials.
Process customer approvals and enter accepted proposals into the appropriate accounting, service, or work order systems.
Coordinate with Dispatch to schedule approved quoted work based on technician availability, skillset, customer priority, and material readiness.
Ensure dispatch has complete job information, approved scope, customer contacts, site requirements, materials status, and quoted labor assumptions before scheduling.
Maintain accurate records of approvals, purchase information, quote revisions, and customer communication.
Run and review weekly reports on outstanding, approved, and completed quotes to help ensure work progresses within customer expectations.
Meet or exceed annual goals for quote volume, follow-up activity, accepted proposals, backlog management, and quoted-work completion support.
Use customer, vendor, compliance, safety, backflow, and other operational portals as needed to support quoting, documentation, and service requirements.
Provide backup phone support during overflow periods and assist the Service Team Manager with service-related initiatives, reporting, and administrative support.

Benefits

Comprehensive health coverage (medical, dental, vision, prescription).
Telehealth access and HSA/FSA options.
Employer-paid Life, Accident, and Disability Insurance: 1.5 times your salary.
Generous paid time off, with increases each year + 10 paid holidays.
On-site employee gym and EV plugs and/or bike commuter benefits.
Opportunities for professional growth through educational assistance and career development programs.
A flexible work environment and culture that prioritizes team collaboration, work-life balance, and personal well-being.
medical, dental, and vision coverage
health savings and flexible spending accounts
life insurance
disability
a 401(k) Savings Plan
College Coach and employee assistance program.