Sales & Install Coordinator (Operations / Scheduling)

Aire Serv is Hiring a Sales & Install Coordinator!

Location: Jacksonville, IL
Schedule: Full-Time
Pay Rate: $18 - $25 per hour
Employment Type: Full Time
Work Setting: On-Site

Overview

Aire Serv is seeking a Sales & Install Coordinator to help keep our sales pipeline, installation schedule, and customer communication running smoothly.

This role acts as the central hub between sales consultants, installation crews, vendors, and customers to ensure projects move efficiently from initial lead through final installation.

This is not a passive administrative role. The Sales & Install Coordinator actively coordinates schedules, customer communication, permits, equipment, and vendor logistics to keep projects on track.

The ideal candidate is highly organized, detail-oriented, and comfortable managing multiple priorities in a fast-paced home service environment.

Responsibilities

Lead & Sales Coordination

• Review incoming leads from ServiceTitan, website, email, and phone
• Respond promptly to new leads and schedule sales appointments
• Track lead activity and maintain accurate CRM notes
• Assign leads to sales consultants and coordinate availability
• Record sold jobs and ensure accurate sales-to-install handoff details

Install Scheduling & Customer Coordination

• Maintain the installation schedule for all sold jobs
• Confirm installation dates with customers and review job expectations
• Schedule punch list items and incomplete work from previous installs
• Coordinate with the Install Manager and foremen to track job progress
• Communicate schedule updates or delays to customers

Permits, Compliance & Scheduling

• Verify permits are filed for upcoming installations
• Schedule inspections and layout appointments
• Coordinate with the Install Manager on design and layout scheduling

Materials & Vendor Coordination

• Ensure equipment and materials are staged for upcoming installs
• Coordinate subcontractors and special equipment when required
• Manage purchase orders and vendor deliveries
• Handle equipment returns, warranties, and vendor communication

Equipment Registration & Rebates

• Register equipment with manufacturers
• Submit and track rebates and extended warranties
• Maintain accurate logs for registrations and confirmations
• Follow up with installers for missing serial numbers or documentation

Job Costing & Administrative Support

• Complete job costing paperwork and send to accounting
• Track installation progress within ServiceTitan
• Maintain inspection, rebate, and warranty records
• Return customer calls and resolve open issues

Requirements

Must Have Qualifications

• 3+ years experience in customer service, scheduling, or office coordination
• Experience working with multiple teams (sales, field technicians, and customers) simultaneously
• Strong organizational and communication skills
• Comfortable working in CRM systems and scheduling software (ServiceTitan experience preferred)
• Ability to manage multiple priorities and deadlines in a fast-paced environment
• High attention to detail for permits, paperwork, job costing, and customer documentation

Nice to Have

• Experience in HVAC, plumbing, construction, or home services
• Experience using ServiceTitan
• Familiarity with permits, inspections, equipment registrations, or manufacturer rebates
• Project coordination or operations experience
• Experience coordinating install crews or field teams

Benefits

• Paid Time Off
• Health Care
• Dental Insurance
• Vision Insurance
• Overtime Pay
• On-the-Job Training
• No Weekend Work
• Spiff Opportunities
• 100% Company Paid Benefits