Service Inside Sales

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.

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

Proposal & Quote Preparation

• Prepare and process customer proposals for HVAC service repairs quoted work and related service opportunities.
• Review technician notes job documentation photos andscopeinformation to developaccurateand complete repair quotes.
• Communicate with field personnel to verify scope labor needs materials equipment requirements site conditions and customer expectations.
• Identifyexclusions 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 tomaintainvisibility 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 throughtimelycommunicationaccurateinformation and clear documentation.
• Escalate urgent customer concerns aging quotes orapprovaldelays to the Service Team Manager as needed.

Vendor Parts & Material Coordination

• Communicate with vendors manufacturers and suppliers toidentifyparts 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 mayimpactscheduling or customer expectations.
• Work with driverswarehouse technicians and vendors to supporttimelyreceiptand delivery of materials.

Accepted Quote Processing & Work Order Handoff

• Process customer approvals and enter accepted proposals into theappropriate 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.
• Maintainaccuraterecords 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 andassistthe 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 whenquotelanguage scope gaps customer-supplied materials or field information require clarification beforeproceeding.
• 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 andfollowed up onregularly 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 andcommunicatedtimelyto minimize schedule disruption.
• Documentation Quality: Quote status approvals notes customer communication and system entries areaccurateand 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.

• High School Diploma or GEDrequired.
• Minimum 5 years of HVAC service dispatch inside sales service coordination technical support or closely related service department experience.
• Proficiencywith 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.

• 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.

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. OurStandards of Successreflect 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: Were always looking for better ways to do thingsand we encourage creativity and continuous improvement.

$30 - $40 per hour based on experience.

Please review our Affirmative Action Policy.

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.