Customer Experience & Sales Coordinator

Classet; Jacksonville (IL); On-site; USD 25,000 - 34,000; Full time

Benefits offered by this job

Paid Time Off

Health Care

Dental Insurance

Vision Insurance

Overtime Pay

On-the-Job Training

No Weekend Work

Spiff Opportunities

100% Company Paid Benefits

Job summary

Aire Serv is hiring a Customer Experience & Sales Coordinator in Jacksonville, IL. This on-site, full-time role coordinates leads, sales appointments, permits, equipment, and vendor logistics to keep projects moving from lead through installation.

The ideal candidate is organized, detail-oriented, and capable of managing multiple priorities in a fast-paced home service environment. CRM proficiency and coordination with sales and install teams are essential.

Qualifications

• 3+ years in customer service, scheduling, or office coordination.
• Experience coordinating multiple teams (sales, installs, customers).
• Strong organizational and communication skills.
• Familiar with CRM systems and scheduling software (ServiceTitan preferred).
• Ability to manage multiple priorities in a fast-paced environment.
• Attention to detail for permits, paperwork, and records.

Responsibilities

• Review incoming leads and schedule sales appointments.
• Track lead activity and maintain CRM notes; assign leads to sales consultants.
• Maintain installation schedule and confirm dates with customers.
• Coordinate permits, inspections, and scheduling with Install Manager.
• Manage equipment, materials, and vendor communications for upcoming installs.
• Complete job costing paperwork and track progress in ServiceTitan.
• Return customer calls and resolve open issues when needed.

Skills

Customer service

Scheduling

Organizational skills

CRM systems

ServiceTitan experience

Tools

ServiceTitan

Job description

Aire Serv is Hiring a Customer Experience & Sales Coordinator!

Location: Jacksonville, IL

Schedule: Full-Time

Pay Rate: $18 - $25 per hour

Employment Type: Full Time

Work Setting: On-Site

Overview

Aire Serv is seeking a Customer Experience & Sales Coordinator to help keep our sales pipeline, installation schedule, and customer communication running smoothly. This role acts as the central hub between sales consultants, installation crews, vendors, and customers to ensure projects move efficiently from initial lead through final installation. This is not a passive administrative role. The Sales & Install Coordinator actively coordinates schedules, customer communication, permits, equipment, and vendor logistics to keep projects on track. The ideal candidate is highly organized, detail-oriented, and comfortable managing multiple priorities in a fast-paced home service environment.

Responsibilities

Lead & Sales Coordination

• Review incoming leads from ServiceTitan, website, email, and phone
• Respond promptly to new leads and schedule sales appointments
• Track lead activity and maintain accurate CRM notes
• Assign leads to sales consultants and coordinate availability
• Record sold jobs and ensure accurate sales-to-install handoff details

Install Scheduling & Customer Coordination

• Maintain the installation schedule for all sold jobs
• Confirm installation dates with customers and review job expectations
• Schedule punch list items and incomplete work from previous installs
• Coordinate with the Install Manager and foremen to track job progress
• Communicate schedule updates or delays to customers

Permits, Compliance & Scheduling

• Verify permits are filed for upcoming installations
• Schedule inspections and layout appointments
• Coordinate with the Install Manager on design and layout scheduling

Materials & Vendor Coordination

• Ensure equipment and materials are staged for upcoming installs
• Coordinate subcontractors and special equipment when required
• Manage purchase orders and vendor deliveries
• Handle equipment returns, warranties, and vendor communication

Equipment Registration & Rebates

• Register equipment with manufacturers
• Submit and track rebates and extended warranties
• Maintain accurate logs for registrations and confirmations
• Follow up with installers for missing serial numbers or documentation

Job Costing & Administrative Support

• Complete job costing paperwork and send to accounting
• Track installation progress within ServiceTitan
• Maintain inspection, rebate, and warranty records
• Return customer calls and resolve open issues

Requirements

Must Have Qualifications

• 3+ years experience in customer service, scheduling, or office coordination
• Experience working with multiple teams (sales, field technicians, and customers) simultaneously
• Strong organizational and communication skills
• Comfortable working in CRM systems and scheduling software (ServiceTitan experience preferred)
• Ability to manage multiple priorities and deadlines in a fast-paced environment
• High attention to detail for permits, paperwork, job costing, and customer documentation

Nice to Have

• Experience in HVAC, plumbing, construction, or home services
• Experience using ServiceTitan
• Familiarity with permits, inspections, equipment registrations, or manufacturer rebates
• Project coordination or operations experience
• Experience coordinating install crews or field teams

Benefits

• Paid Time Off
• Health Care
• Dental Insurance
• Vision Insurance
• Overtime Pay
• On-the-Job Training
• No Weekend Work
• Spiff Opportunities
• 100% Company Paid Benefits