Office Administration - Sales & Install Coordinator - Family-Owned Since 1971

First Mate Heating & Cooling; Lee's Summit (MO); On-site; USD 25,000 - 39,000; Full time

Benefits offered by this job

Paid time off

Supportive team

Growth opportunities

Hands-on operational experience

Job summary

First Mate Heating & Cooling in the Kansas City area is seeking a full-time Sales and Install Coordinator. You will be the link between the sales team, install crews, and customers to move jobs from signed agreement to completed installation.

In this role you will manage scheduling, confirm orders, communicate with customers, and keep job details up to date in our system. Experience in HVAC or home services is a plus, but we will train the right person.

Qualifications

• Experience coordinating schedules or projects.
• Strong attention to detail and follow-through.
• Comfort with learning software systems.
• Customer-focused with professional communication.

Responsibilities

• Coordinate install scheduling between sales and crews.
• Confirm equipment orders and material availability.
• Inform customers about install dates and expectations.
• Enter and maintain job details in the system.
• Track progress from sale to installation completion.
• Handle permits, rebates, and financing paperwork as needed.
• Support sales with post-sale follow-up and admin tasks.
• Resolve scheduling conflicts and communicate changes.

Skills

Organization

Multi-tasking

Communication

Calm under pressure

Tech-savvy

Team player

Job description

Are you a detail-driven coordinator who thrives on keeping projects moving and customers informed?

We are a locally owned residential HVAC company serving the Kansas City area since 1971, and we are looking for a full-time Sales and Install Coordinator to join our team.

This role sits at the center of our sales and installation process. You will be the connective tissue between our sales team, our install crews, and our customers, making sure every sold job moves smoothly from signed agreement to completed installation.

You will work closely with our sales comfort advisors, our install technicians, and our office team to keep jobs on schedule and customers well informed every step of the way.

What You'll Do

• Coordinate scheduling for install jobs between the sales team and install crews
• Confirm equipment orders and material availability ahead of scheduled installs
• Communicate proactively with customers about install dates, timing, and expectations
• Enter and maintain accurate job details, equipment specs, and paperwork in our system
• Track sold jobs through each stage of the pipeline from sale to completion
• Coordinate permits, rebate paperwork, and financing documentation as needed
• Support the sales team with post-sale follow-up and administrative tasks
• Help resolve scheduling conflicts and communicate changes to all parties involved
• Assist with keeping the install pipeline organized during busy seasons

What Makes Someone Great in This Role

• Strong organizational skills and attention to detail
• Comfortable managing multiple jobs and moving parts at once
• Clear, professional communicator with customers and coworkers
• Calm under pressure in a fast-paced environment
• Comfortable learning software systems and technology
• Team-first mindset with a willingness to help where needed
• Reliable and dependable

Experience in HVAC, construction, or home services is a plus, but not required. We will train the right person.

Compensation

• Competitive hourly pay based on experience
• Performance incentives and bonus opportunities
• Stable year-round employment with a growing company

Benefits

• Paid time off after wait period
• Supportive team environment
• Opportunity to grow with a long-standing local company
• Hands-on experience in real-world operations