Sales Operations Coordinator

6 days ago

Indianapolis, United States Envelop Group Full time
Job DescriptionJob Description

A part of the Envelop Group family of companies, Validated Custom Solutions (VCS) provides customized HVAC solutions through strategic partnerships with leading manufacturers. We provide a full range of HVAC services including design, installation, and maintenance. Our team of skilled engineers tailor solutions to each customer's unique system specification, budget, and goals.

The Sales Support Coordinator will support our sales team with the set-up and administration of a project from beginning to end; including project documentation, ordering materials, monitoring, and managing project progress, and administrative closeout of each project. This position is required to closely interact with sales engineers and other team members to ensure the timely completion of each project while maintaining professionalism within a positive culture.

What you'll do:

  • Create and maintain job documentation and ensure integrity of CRM database by keeping information updated.
  • Coordinate with various team members and vendors to ensure the accurate and timely ordering, tracking, and delivery of equipment and services.
  • Manage procurement processes per project requirements; handle material ordering/tracking, issue purchase orders and subcontracts to qualified vendors.
  • Maintain and communicate job status to the customers throughout the project with and their representatives, including building owners, mechanical contractors, other trades, subcontractors, and field support staff.
  • Schedule and participate in internal project team meetings to ensure accurate transfer of information.
  • Manage closeout documentation including copies of startup reports, IOM procurement and distribution, and warranty letters and ensure all physical documents are uploaded.
  • Other duties as assigned.

Required skills, knowledge, and experience:

  • High school diploma or equivalent is required. A degree or certification in project management, engineering, or a related field can be beneficial.
  • 2+ years of administrative experience required.
  • Must have strong attention to detail and administrative skills, with overall exceptional organizational skills.
  • Must have strong communication skills, a proactive approach with willingness to work independently as well as part of a team.
  • Demonstrated ability to perform tasks such as problem-solving, making decisions, learning, thinking rationally and exercising good judgment.
  • Proven experience prioritizing tasks to meet tight deadlines.
  • Proficient with Microsoft Office suite: Outlook, Excel, Word, OneNote, and Teams, in addition to strong computer application and document management skills.
  • Experience with CRM (Salesforce) and ERP (Acumatica) systems preferred.
  • Familiarity with the operation of HVAC Systems preferred but not required.

Physical Demands:

  • Work is performed in an office environment and requires the ability to operate standard office equipment and keyboards.
  • Specific vision abilities required include close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
  • Must be able to maintain a professional appearance.
  • May be required to satisfy requirements imposed by specific projects, customers, or company needs.
  • Must be able to use hand tools, laptop, email, smartphone, and tablet.


Pre-hire requirements include a drug test and a background check.



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