HVAC Parts Sales Coordinator

HVAC Parts Sales Coordinator

About the Role

Masters Building Solutions, Inc. is looking for an HVAC Parts Sales Coordinator to join our Madison Parts team. This is a customer-facing position working directly with contractors and customers at our Parts counter and over the phone.

This position helps customers identify the HVAC parts and products they need, provides pricing and availability, prepares quotes, processes orders, and works closely with purchasing, warehouse, operations, and other internal teams to help ensure customers receive the right products in a timely manner.

HVAC or parts experience is a plus, but it is not required. We are also interested in candidates with strong customer-service skills, mechanical aptitude, and a willingness to learn. Masters will provide product and system training to help the right candidate become a knowledgeable resource for our customers.

Minimum Qualifications

• High school diploma or equivalent required
• Previous experience in customer service, counter sales, parts sales, inside sales, retail, or another customer-facing environment
• Strong verbal and written communication skills with a customer-service mindset
• Comfortable assisting customers both in person and over the phone
• Mechanical aptitude or an interest in learning technical products and applications
• Strong organizational skills, attention to detail, and ability to manage multiple customer requests, quotes, and orders
• Basic computer proficiency and ability to learn sales, inventory, quoting, order management, and CRM systems
• Dependable, resourceful, and able to work effectively in a fast-paced, team-oriented environment

Preferred Qualifications

• Experience with HVAC, mechanical, plumbing, electrical, automotive parts, industrial supply, building materials, or other technical products
• Previous experience working for a manufacturer’s representative, distributor, contractor, supply house, equipment dealer, or similar environment
• Familiarity with inventory, purchasing, order processing, warehouse operations, quoting, or product lookup
• Experience using CRM, ERP, inventory management, quoting, or order management software

Key Responsibilities

Customer Service & Parts Counter

• Assist walk-in customers at the Madison Parts counter and respond to incoming customer calls
• Listen to customer needs and help identify the appropriate HVAC parts, products, and solutions
• Provide accurate information regarding product features, applications, pricing, availability, order status, and delivery expectations
• Build and maintain positive relationships with contractors, repeat customers, and other customers of the Parts department
• Provide knowledgeable, responsive, and professional customer service throughout the sales and order process

Sales & Quoting

• Manage incoming parts and sales inquiries and provide timely, accurate quotes
• Provide pricing information and help customers understand available product options
• Use product knowledge and available resources to identify appropriate parts and solutions
• Follow up on quotes and customer requests as appropriate
• Support Parts department sales growth through responsive customer service, product knowledge, and relationship building

Order Processing & Internal Coordination

• Process customer orders accurately and maintain complete order information in company systems
• Coordinate with purchasing, warehouse, operations, and other internal teams regarding product availability, fulfillment, and delivery
• Communicate realistic delivery expectations and provide customers with timely updates
• Help resolve product, order, availability, or delivery issues in a timely and professional manner

Product & Industry Knowledge

• Develop and maintain knowledge of HVAC parts, equipment, replacement parts, and related products
• Participate in product training and stay current on manufacturer updates, products, applications, and industry practices
• Use available technical information and resources to help customers select appropriate products
• Communicate product information clearly to both technical and non-technical customers

Documentation, Organization & Team Collaboration

• Maintain accurate customer, quote, order, and product information in company systems
• Manage multiple priorities while maintaining accuracy, responsiveness, and attention to detail
• Communicate customer needs and issues effectively to the appropriate internal team members
• Work collaboratively with Parts, purchasing, warehouse, operations, sales, and other departments
• Identify opportunities to improve the customer experience and internal Parts processes
• Participate in business-related meetings, events, training, and professional development opportunities as needed

Core Skills & Competencies

•Customer Service: Provides responsive, professional, and helpful service while building lasting customer relationships
•Mechanical Aptitude: Comfortable learning technical products, part identification, product applications, and HVAC-related information
•Communication: Communicates clearly and effectively with customers, vendors, and internal team members
•Organization: Maintains accuracy while managing multiple inquiries, quotes, orders, and priorities
•Problem Solving: Uses available resources and a resourceful approach to identify solutions and resolve customer or order-related issues
•Collaboration: Works effectively with purchasing, warehouse, operations, sales, and other departments
• Adaptability: Willing to learn new products, technologies, systems, and industry practices

Work Environment & Physical Requirements

• Work is primarily performed at the Madison Parts counter and in an office/parts environment with regular interaction with customers and internal teams
• The position involves a combination of standing, sitting, computer work, and movement within the Parts and warehouse areas
• Ability to lift up to 70 pounds as needed
• Ability to use computers and other office equipment for extended periods
• Ability to work effectively in a fast-paced, customer-focused environment

Travel Requirements

• Position is onsite in Madison, Wisconsin
• Occasional travel to other company offices may be required
• Occasional travel to customer locations, business-related meetings, events, or training may be required

This position is an important part of the Masters Parts team and helps ensure customers receive responsive service, accurate information, and the parts and products they need. The HVAC Parts Sales Coordinator serves as a key connection between our customers and internal teams while developing the product knowledge needed to become a trusted customer resource.

Equal Employment Opportunity/Affirmative Action Employer