Lead Coordinator / Administrative Assistant

Description

• Respond quickly to inbound inquiries, answering questions and scheduling appointments.
• Submit necessary paperwork for jobs that are sold, ensuring all forms are complete and accurate.
• 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.
• Submit closed job paperwork to partners to ensure processing and invoicing are completed promptly.
• Track and follow up on the status of scheduled leads to ensure timely appointments and effective conversion.
• Serve as the primary point of contact for leads, customers, and internal teams, maintaining clear and professional communication.
• Proactively follow up with warm leads through outbound phone calls, emails, and texts.
• Forward paperwork to the warehouse to ensure that the correct equipment and parts are pulled for each job.
• Maintain consistent communication with leads to ensure timely follow-ups and ensure "speed to lead" is prioritized.
• Assist with other office tasks to help maintain the efficiency of daily operations.
• Track lead progress in the CRM, ensuring leads are appropriately nurtured and converted to sales.
• Communicate with customers via phone, email, and text to confirm appointments, update job status, and resolve any issues.
• Provide administrative assistance to the sales and operations teams as needed.
• Efficiently coordinate and schedule sales appointments, ensuring all appointments are accurately recorded in the system.
• Use office software and CRM systems to track leads, schedule appointments, and maintain accurate records.
• Update and maintain customer information and lead status in real time to ensure smooth handoffs between departments.

Requirements

• Comfortable making outbound calls, sending texts, and sending emails to both cold and warm leads.
• Experience with CRM or lead management software 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.
• 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.
• Ability to maintain a high level of urgency while ensuring all processes are completed thoroughly.
• Spiff for Essential Home Care Contracts
• System Proficiency:
• Prior experience in a similar role, such as customer service, administrative support, or sales coordination, preferably in HVAC or a service industry.
• Self-motivated with the ability to prioritize tasks and follow through on commitments.
• Experience working with CRM systems and managing leads is a plus.
• Work in a fast-paced office environment with occasional overtime during peak periods.
• This rewards consistent performance with paperwork, lead follow-up, and general timeliness.
• Excellent organizational skills and attention to detail, ensuring all paperwork and appointments are processed without error.

Benefits

• Paid time off (PTO) and holidays.
• $100 per month for no red flags
• Competitive salary and performance-based incentives.
• "No Red Flags" Bonus
• Leads Booked Bonus
• Estimated Base Pay: $37,440 - $45,760 (based on 40 hours per week, 52 weeks/year)
• Rebate Bonus
• 0.5% of rebates collected
• $5 per lead booked (Appointment must be kept and salesman must run)
• $50 per contract sold
• $18 - $22 per hour (based on experience and qualifications)
• Opportunities for professional growth and career advancement within the company.
• Health, dental, and vision benefits.

Training + Development

Interview process

Visa Sponsorship

Security clearance