Hybrid Sales Administrator at ICS

Position Overview 

The Sales Administrator is responsible for the administration, implementation and management of commercial heating, ventilation, and air conditioning (HVAC) equipment projects and successfully deliver those projects to our customers. This will be achieved by working closely with our Inside Sales team to learn our processes and ultimately deliver on our high standards for customer satisfaction and success. 

Job Responsibilities 

• Bid Coordination.  

• Responsible for the timely completion of assigned projects by managing schedules  

• Communication with customers and their representatives, including building owners, mechanical contractors, other trades, subcontractors, and field support staff  

• Coordination of project scope and estimates with Inside Sales Support teams  

• Ensures compliance with internal equipment ordering processes  

• Responsible for entering equipment orders and issuing purchase orders to vendors  

• Compares estimated ship dates with contractors’ project schedules  

• Responsible for approving vendor invoices, issuing customer invoices and reconciling financials within assigned projects  

• Generates service work orders for equipment start-ups and service visits  

• Responsible for close-out documentation  

Qualifications 

• Associate degree or a minimum of four (4) years of project management, HVAC or related experience, or an equivalent combination of education and experience. This position works in a typical office environment with occasional visits to customers/jobsites.  

• Exceptional written and verbal communications skills 

• Must demonstrate the ability and willingness to communicate in a clear, concise, and diplomatic manner 

• Outstanding attention to detail, willingness to collaborate in a team setting, and excellent organizational skills are critical 

Other Skills/Abilities: 

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. 

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 to maximize workflow. 

Behavior Skills  

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

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. 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.  

Environmental Requirements 

• Will be required to work in an office environment and frequently in the field. 

Physical Demands 

• While performing the duties of this job, the employee is regularly required to use hands to operate the 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. 

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