Lead Coordinator / Administrative Assistant
Airtron Heating & Air Conditioning
Manage leads, schedule appointments, handle paperwork, coordinate teams.
17 days ago ago
$37,440 - $45,760
Expert & Leadership (13+ years), Junior (1-3 years), Intermediate (4-7 years), Experienced (8-12 years)
Full Time
Hamilton, OH
Office Full-Time
Company Size
500 Employees
Service Specialisms
Heating Services
Air Conditioning Services
HVAC Maintenance
Installation Services
Indoor Air Quality
Sector Specialisms
Residential
Commercial
HVAC Installation
HVAC Repair
HVAC Maintenance
Energy Efficiency
Indoor Air Quality
Heating Systems
Role
What you would be doing
crm management
lead tracking
appointment scheduling
customer communication
paperwork processing
team coordination
- Update and maintain customer information and lead status in real time to ensure smooth handoffs between departments.
- Use office software and CRM systems to track leads, schedule appointments, and maintain accurate records.
- Provide administrative assistance to the sales and operations teams as needed.
- Track and follow up on the status of scheduled leads to ensure timely appointments and effective conversion.
- Assist with other office tasks to help maintain the efficiency of daily operations.
- Work with the sales team, warehouse, and partners to ensure seamless coordination and execution of each job.
- Occasional interaction with warehouse teams and external partners.
- Communicate with customers via phone, email, and text to confirm appointments, update job status, and resolve any issues.
- Serve as the primary point of contact for leads, customers, and internal teams, maintaining clear and professional communication.
- Forward paperwork to the warehouse to ensure that the correct equipment and parts are pulled for each job.
- Proactively follow up with warm leads through outbound phone calls, emails, and texts.
- Respond quickly to inbound inquiries, answering questions and scheduling appointments.
- Track lead progress in the CRM, ensuring leads are appropriately nurtured and converted to sales.
- Efficiently coordinate and schedule sales appointments, ensuring all appointments are accurately recorded in the system.
- Maintain consistent communication with leads to ensure timely follow-ups and ensure "speed to lead" is prioritized.
- Submit closed job paperwork to partners to ensure processing and invoicing are completed promptly.
- Submit necessary paperwork for jobs that are sold, ensuring all forms are complete and accurate.
What you bring
microsoft office
crm
spiff
fast-paced
communication
detail oriented
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and general office software.
- Comfortable working in a fast-paced environment with a focus on speed to lead and timely paperwork submission.
- Spiff for Essential Home Care Contracts
- Prior experience in a similar role, such as customer service, administrative support, or sales coordination, preferably in HVAC or a service industry.
- Experience working with CRM systems and managing leads is a plus.
- Strong ability to quickly and accurately handle tasks, including lead follow ups, paperwork submission, and coordination across teams.
- Strong verbal and written communication skills, with the ability to professionally handle both inbound and outbound communications.
- System Proficiency:
- Excellent organizational skills and attention to detail, ensuring all paperwork and appointments are processed without error.
- Work in a fast-paced office environment with occasional overtime during peak periods.
- Ability to maintain a high level of urgency while ensuring all processes are completed thoroughly.
- This rewards consistent performance with paperwork, lead follow-up, and general timeliness.
- Experience with CRM or lead management software is a plus.
- Self-motivated with the ability to prioritize tasks and follow through on commitments.
- Comfortable making outbound calls, sending texts, and sending emails to both cold and warm leads.
- "No Red Flags" Bonus
- 0.5% of rebates collected
- $5 per lead booked (Appointment must be kept and salesman must run)
- Competitive salary and performance-based incentives.
- Rebate Bonus
- Leads Booked Bonus
- $100 per month for no red flags
- Health, dental, and vision benefits.
- $50 per contract sold
- Opportunities for professional growth and career advancement within the company.
- $18 - $22 per hour (based on experience and qualifications)
- Paid time off (PTO) and holidays.
- Estimated Base Pay: $37,440 - $45,760 (based on 40 hours per week, 52 weeks/year)
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Interview process
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Company
Overview
1985
Year Established
The company was established in 1985.
- Specializing in the installation, maintenance, and repair of heating, cooling, and ventilation systems.
- Serving both residential homes and commercial businesses with tailored HVAC solutions.
- Known for their customer-centric approach and high-quality workmanship.
- Experienced in managing large-scale projects, including multi-unit residential and commercial complexes.
- Dedicated to providing energy-efficient and cost-effective HVAC solutions to clients.
- Committed to delivering the highest level of customer service in every area of business operations.
- Focus on continuous employee development to ensure team and customer success.
- The culture values integrity, honesty, and transparency in all internal and external dealings.
- Encourages a collaborative environment where ideas and feedback are welcomed and acted upon.
- Committed to innovation and continuously improving services and technologies.
- Aim to exceed expectations in all activities while maintaining a strong focus on safety and quality.
- Focuses on providing energy-efficient HVAC solutions to reduce environmental impact.
- Committed to reducing carbon footprint by offering high-efficiency systems and sustainable practices.
- Aims to support customers in achieving energy savings and environmentally friendly operations.
- Promotes the use of eco-friendly refrigerants and energy-efficient equipment in all installations.
- Actively pursues and invests in green technologies to improve energy performance and contribute to a more sustainable future.
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