Install Sales Operations Administrator

Description With over 150 years of experience, and headquartered in Southern CA, CoolSys is the market-leading indoor environment solutions company.
Our full spectrum of best-in-class services includes HVAC & refrigeration installations, remodels, service & maintenance; and energy solutions, including controls and lighting.
CoolSys serves customers in the retail, commercial, food service, educational, healthcare, and industrial markets.
WHY JOIN US We understand that hiring great people is the foundation of everything we do.
Our employee benefits packages include: Competitive pay up to $60,000 per year Medical, Dental, Vision and Prescription coverage Paid vacation and holidays 401(K) match Life insurance, AD&D and long-term disability Tuition reimbursement Opportunities available nationwide Employee discounts on vehicles, hotels, theme parks, select cell phone bills and so much more Pet Insurance Legal Plan, and ID Theft Protection JOB SUMMARY The Install Sales Operations Administrator role will be tasked with facilitating effective communication and file management across internal departments (e.
g.
, Estimation, Operations) and external stakeholders (e.
g.
, end customers, general contractors).
This role will require excellent communication skills, high proficiency with database systems, and strong attention to detail.
Technical familiarity with construction and estimating processes are desired but not required.
ESSENTIAL DUTIES AND RESPONSIBILITIES Attend project bid reviews and complete follow-up actions assigned by Account and Estimating Managers.
Support Request for Proposal (RFP) and project bid documentation, communication, and file management: Receive project bid information from general contractors (GCs), estimators, and/or other sources.
Receive and route vetted project opportunities from Account Manager and/or Operations.
Upload estimates and bid proposals to internal folders (e.
g.
, SharePoint) and send PDFs to GCs.
Download project plans from GC FTP sites and upload them to internal shared folders.
Group, edit, and rename PDF files to conform with CoolSys naming conventions.
Organize internal folder structures to support timely file management.
Support maintaining the project bid tracker spreadsheet and manage inputs such as bid due date, project start date, bidding estimator, regions to perform work, project city and state, anticipated sell price, etc.
Support general contract management and documentation: Send project award notices and project information to internal stakeholders.
Receive notifications when project M-Numbers are created for awarded projects and log that information in appropriate systems (e.
g.
, Projectmates, Salesforce, etc.
).
Grant access to appropriate documentation to external parties in Projectmates and other systems.
Request documentation from insurance brokerage and complete subcontractor information forms including billing emails, addresses, contractor licenses, etc.
Manage SmartSheets for subcontractor licenses and send that information to GCs.
Manage other ongoing project tracking and data entry needs into various systems.
CRM (Salesforce) record and file management: Create sale opportunity entries for each project in Salesforce and log key information.
Upload contracts, project plans, and specifications into Salesforce opportunities.
Support Requests for Information (RFI) communication: Receive RFIs from estimators and forward them to GCs and/or end customers.
Receive RFI responses from GCs and/or end customers and forward them to estimators.
Receive project addendum emails and route them to Estimating Manager to assess cost impact.
Receive change order requests from various sources and support communication/routing of requests.
Maintain technician labor rates data to inform end customers and GCs of labor charges.
Manage project exception report by removing “closed won” jobs in Salesforce and reviewing report for missing M-Numbers.
Direct other ad hoc communication with appropriate parties within CoolSys (e.
g.
, close-out documentation to project managers, billing-related inquiries to Collections department, etc.
).
JOB REQUIREMENTS 3+ years in construction project management, business contracting, and corporate administrative support.
3+ years of experience in commercial refrigeration and HVAC/R service industry or adjacent.
Excellent verbal/nonverbal and written communication skills.
Proficiency in balancing competing priorities with strong organizational skills and ability to multitask.
Ability to use business software including MS Office Suite (e.
g.
, Word, Excel, SharePoint), Salesforce, Smartsheet, Projectmates, and other software tools and databases.
WORK ENVIRONMENT This position is remote-work friendly.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
For in-office work a general indoor office environment, reasonably clean, well-lit, and ventilated will be provided.
The noise level in the work environment is usually quiet to moderate.
CONFIDENTIAL DATA This position may be exposed to confidential information about the company, our customers, and other employees on a regular basis.
Disclosure of such information to any outside party in a business or social context can seriously impact the company and may jeopardize the relationship of trust we enjoy with our customers.
Please refer to the Confidentiality section of the company policies for additional guidelines regarding the protection of confidential data.
JOB DESCRIPTION DISCLAIMER The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification.
They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of employees assigned to this job.
Today, there are 22 different companies that make up the CoolSys family of brands.
When you join CoolSys, you join a nationwide network of the country's best and most highly trained technicians.
Our valued employees are at the heart of our continued growth and success.
We invite you to be part of that growth! Connect with us on Facebook and on Twitter.
Coolsys is an EEO/AA/M/F/Vet/Disability Employer.
All qualified individuals - Including all ages, colors, disability, ethnicity, family or marital status, gender identity or expression, language, national origin, physical and mental ability, political affiliation, race, religion, sexual orientation, socio-economic status, veteran status, and other characteristics are encouraged to apply.
Pre-employment background screening (criminal and MVR) and drug testing (including for marijuana) are required for all positions.
Coolsys will consider qualified applicants with criminal histories in a manner consistent with federal law, state law, or local ordinance.
Construction installation admin, Project coordination, Administrative support, Construction projects, Installation management, Administrative coordinator, Project scheduling, Construction documentation, Administrative assistant, Project tracking, Installation support, HVAC installation #jm2023 CoolSys - Technicians from CoolSys on Vimeo.