Lead Coordinator / Administrative Assistant

Company Overview

At Airtron Heating & Air, in West Chester, OH, we are committed to providing top-tier heating, ventilation, and air conditioning (HVAC) services to our valued customers. We are seeking a dedicated Lead Coordinator/Admin to join our team. This is an essential role in ensuring that leads are followed up on, promptly, paperwork is submitted efficiently, and our operations run smoothly. If you're an organized, detail-oriented individual with strong communication skills and a knack for following up with leads, we want to hear from you!

Position Overview

As a Lead Coordinator/Admin, you will be responsible for managing and following up on both new and warm sales leads. Your role will focus on quickly and professionally reaching out to leads via outbound calls, texts, and emails to schedule appointments, answer inquiries, and drive sales conversions. You'll also handle essential administrative tasks, including submitting paperwork for sold jobs, ensuring the warehouse is informed of job needs, and coordinating with our partners. Speed, efficiency, and attention to detail will be crucial to your success in this role.

Key Responsibilities

• Lead Management & Follow-up:
  • Proactively follow up with warm leads through outbound phone calls, emails, and texts.
  • Respond quickly to inbound inquiries, answering questions and scheduling appointments.
  • Maintain consistent communication with leads to ensure timely follow-ups and ensure "speed to lead" is prioritized.
  • Track lead progress in the CRM, ensuring leads are appropriately nurtured and converted to sales.

• Scheduling & Coordination:
  • Efficiently coordinate and schedule sales appointments, ensuring all appointments are accurately recorded in the system.
  • Track and follow up on the status of scheduled leads to ensure timely appointments and effective conversion.

• Paperwork & Documentation:
  • Submit necessary paperwork for jobs that are sold, ensuring all forms are complete and accurate.
  • Forward paperwork to the warehouse to ensure that the correct equipment and parts are pulled for each job.
  • Submit closed job paperwork to partners to ensure processing and invoicing are completed promptly.

• Communication:
  • Serve as the primary point of contact for leads, customers, and internal teams, maintaining clear and professional communication.
  • Communicate with customers via phone, email, and text to confirm appointments, update job status, and resolve any issues.
  • Work with the sales team, warehouse, and partners to ensure seamless coordination and execution of each job.

• System Proficiency:
  • 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.

• General Administrative Support:
  • Provide administrative assistance to the sales and operations teams as needed.
  • Assist with other office tasks to help maintain the efficiency of daily operations.

Key Qualifications

• Experience:
  • Prior experience in a similar role, such as customer service, administrative support, or sales coordination, preferably in HVAC or a service industry.
  • Comfortable making outbound calls, sending texts, and sending emails to both cold and warm leads.
  • Experience working with CRM systems and managing leads is a plus.

• Technical Skills:
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and general office software.
  • Experience with CRM or lead management software is a plus.

• Skills & Abilities:
  • Strong verbal and written communication skills, with the ability to professionally handle both inbound and outbound communications.
  • Excellent organizational skills and attention to detail, ensuring all paperwork and appointments are processed without error.
  • Comfortable working in a fast-paced environment with a focus on speed to lead and timely paperwork submission.
  • Self-motivated with the ability to prioritize tasks and follow through on commitments.

• Speed & Efficiency:
  • Strong ability to quickly and accurately handle tasks, including lead follow ups, paperwork submission, and coordination across teams.
  • Ability to maintain a high level of urgency while ensuring all processes are completed thoroughly.

Working Conditions

• Full-time position.
• Work in a fast-paced office environment with occasional overtime during peak periods.
• Occasional interaction with warehouse teams and external partners.

Benefits

• Competitive salary and performance-based incentives.
• Health, dental, and vision benefits.
• Paid time off (PTO) and holidays.
• Opportunities for professional growth and career advancement within the company.

Compensation Package for Lead Coordinator / Administrative Assistant Base Pay

• $18 - $22 per hour (based on experience and qualifications)
  • Estimated Base Pay: $37,440 - $45,760 (based on 40 hours per week, 52 weeks/year)

Performance-Based Bonuses

1. Leads Booked Bonus
   • $5 per lead booked (Appointment must be kept and salesman must run)

1. "No Red Flags" Bonus
   • $100 per month for no red flags
   • This rewards consistent performance with paperwork, lead follow-up, and general timeliness.

1. Rebate Bonus
   • 0.5% of rebates collected

1. Spiff for Essential Home Care Contracts
   • $50 per contract sold

Salary : $37,440 - $45,760