Service Inside Sales

Air Systems, Inc.; San Jose (CA); On-site; USD 41,000 - 55,000; Full time

Benefits offered by this job

Health insurance

Dental & Vision

401(k)

Paid time off

Job summary

Air Systems, Inc. is seeking a Service Inside Salesperson to support the Service Department by preparing repair proposals, coordinating quote approvals, procuring parts, and moving accepted work through the service workflow.

This role links customers, field personnel, vendors, purchasing, accounting, and dispatch to ensure quotes are complete, approved, scheduled, and documented per customer expectations.

Qualifications

• Minimum 5 years of HVAC service dispatch, inside sales, service coordination, or related experience.
• Proficiency with Microsoft Office, especially Excel and Word.
• Excellent oral and written communication, and customer service skills.

Responsibilities

• Prepare and process customer proposals for HVAC service repairs and quoted work.
• Coordinate with field personnel to verify scope, labor, materials, and site conditions.
• Track quotes, follow up with customers, and manage approvals and scheduling.
• Coordinate with vendors and purchasing to order materials and track delivery.
• Enter accepted proposals into billing/work order systems and hand off to Dispatch.
• Run weekly reports on quotes and support service initiatives.

Skills

Customer service

Communication

Attention to detail

Multi-tasking

Team collaboration

Problem solving

Education

High School Diploma or GED

Tools

Microsoft Office (Excel, Word)

Corrigo or similar dispatching software

Job description

We offer complete, single-source facility solutions. Our offerings include commercial MEP solutions, sheet metal construction, preventive maintenance and service, building automation, energy management, and more.

Job Summary

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.

#airsys

Essential Duties & Responsibilities

Proposal & Quote Preparation

• 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.

Customer Follow-Up & Quote Tracking

• 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.

Vendor, Parts & Material Coordination

• 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.

Accepted Quote Processing & Work Order Handoff

• 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.

Reporting, Metrics & Operational Support

• 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.

Role 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.

Performance Expectations (Key Metrics)

The Dispatcher Is Expected To Meet The Following Standards

• Proposal Accuracy: Quotes are complete, clear, and supported by verified scope, material, labor, and pricing information.
• Follow-Up Consistency: Outstanding proposals are reviewed and followed up on regularly to reduce delays and improve customer response.
• Quote Conversion Support: Accepted proposals are processed promptly and handed off with complete information for scheduling and execution.
• Material Readiness: Parts and materials for approved quoted work are ordered, tracked, and communicated timely to minimize schedule disruption.
• Documentation Quality: Quote status, approvals, notes, customer communication, and system entries are accurate and current.
• Customer Communication: Customers receive professional, proactive communication regarding proposals, approvals, material lead times, and next steps.
• Team Coordination : Dispatch, technicians, purchasing, and management receive timely information needed to complete quoted work efficiently.

Qualifications

• 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.

Preferred Qualifications

• 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.

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.

Why Air Systems?

At Air Systems, We Believe In Fostering An Environment Of Growth, Integrity, And Respect. We Take Pride In Being An Employer That Values Safety, Teamwork, And a Commitment To Excellence. Our Standards Of Success Reflect The Values We Uphold In Every Project

• Safety First: We care about the safety and well-being of our employees, partners, and clients.
• Teamwork: We work together with respect, integrity, and a shared commitment to excellence.
• Innovation & Growth: We’re always looking for better ways to do things—and we encourage creativity and continuous improvement.

Competitive Salary

$30 - $40 per hour based on experience.

Equal Opportunity Employer

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled

Affirmative Action Policy

Please review our Affiant Policy.

Geographic Disclosure

Benefits: We are committed to providing employees a comprehensive benefits package which includes medical, dental, and vision coverage, along with health savings and flexible spending accounts, life insurance, disability, a 401(k) Savings Plan, College Coach and employee assistance program.

At Air Systems, we respect your privacy and protect your personal information. The data you provide during the application process will be used solely for recruitment purposes and kept confidential. We do not share your information with third parties, except as required by law or with your consent.