Sales & Office Coordinator

Job Description

Job Description

Benefits:

• 401(k)
• 401(k) matching
• Employee discounts
• Health insurance
• Paid time off
• Vision insurance
• Dental insurance

Sales & Office Coordinator
Herrin, IL | Full-Time | Pay: Based on Experience
Pass One Hour Heating & Air is looking for a highly organized, proactive, and people-first Sales & Office Coordinator to join our growing HVAC team. This is a role that blends administrative support, accounting assistance, sales coordination, and customer service. If you're someone who thrives in a fast-paced environment and loves keeping things (and people) on track-this might be the perfect fit.

What You'll Be Doing:
Sales & Customer Support
- Track in-house sales leads and pipeline progress
- Assist sales team with financing applications and lender paperwork
- Maintain sales scoreboard and prep weekly reports
- Follow up with customers post-install to request feedback and reviews
- Payroll & Accounting Assistance
- Collect and organize weekly timesheets
- Assist with expense tracking, receipts, and categorizing transactions
- Help prep weekly payroll and reconcile basic job cost data in QuickBooks
Office Admin & Job File Management
- Answer incoming calls and route appropriately
- Schedule walkthroughs, follow-ups, and office tasks
- Finalize install job files and file paperwork digitally or physically
- Order office supplies and help keep the workspace running smoothly
Reputation Management
- Respond to Google and Facebook reviews professionally
- Track feedback trends and escalate negative reviews to ownership
- Celebrate 5-star reviews with the team

Team Engagement & Performance Tracking
-Help track in-house sales competitions and team performance contests
-Keep scoreboards (whiteboard or digital) updated to reflect current standings
-Support weekly team updates to recognize achievements and boost engagement

What You Bring to the Table:
- Previous experience in an HVAC office, construction company, dealership, or high-volume admin role
- Working knowledge of QuickBooks, spreadsheets, CRM software (ServiceTitan or similar)
- Comfortable talking to customers about financing and service
- Excellent written and verbal communication skills
- Detail-focused, highly organized, and proactive-no micromanagement needed
Bonus Points For:
- Experience with customer follow-up calls and review management
- Familiarity with HVAC workflows or home service companies
- A natural ability to support a high-performing sales team without stepping on toes
What We Offer:
- Competitive pay based on experience
- Full-time hours, Monday through Friday
- Growth opportunities in a company built for the long haul
- A tight-knit, team-oriented culture that values honesty and hard work
Apply Today!
We're looking to hire the right person quickly. If this sounds like your kind of role, send in your
resume and tell us why you'd be a great fit for the team at Pass One Hour Heating & Air.