Project Coordinator/Inside Sales

Project Coordinator / Inside Sales – Applied Equipment

The Opportunity

CFM Company is expanding its Project Coordinator / Inside Sales team and is hiring candidates across multiple experience levels.

This role supports outside sales and helps keep commercial HVAC projects moving from the initial bid through order fulfillment and project closeout. Depending on experience, responsibilities may include reviewing plans and specifications, performing takeoffs, preparing estimates and quotations, coordinating submittals, entering orders, tracking equipment, and communicating with contractors and manufacturers.

This is a strong opportunity for someone who enjoys combining technical learning, customer support, and project coordination. The successful candidate will be organized, responsive, and comfortable managing multiple deadlines in a fast-paced construction environment where accuracy and follow-through matter.

Key Responsibilities

Estimating and Sales Support

• Support outside sales representatives with contractor bids and project opportunities
• Review plans, specifications, schedules, and customer requirements
• Perform HVAC takeoffs, estimating, product selection, and pricing
• Prepare quotations, proposals, and technical submittals
• Follow up on open quotes, project requirements, and customer requests

Order and Project Coordination

• Enter and manage customer orders, project details, and supporting documentation
• Maintain accurate project logs and job records within the company’s ERP and related systems
• Track equipment, shipments, deliveries, deadlines, and project milestones
• Coordinate equipment start-up with internal service teams and external service providers
• Coordinate warranty documentation and operation, installation, and maintenance manuals
• Support billing documentation, turnover requirements, and project closeout
• Identify missing information or potential delays and follow through until resolved

Customer and Manufacturer Communication

• Communicate with contractors, engineers, manufacturers, outside sales representatives, and internal teams
• Serve as a product and project liaison between customers, manufacturers, and CFM
• Provide timely and accurate updates regarding pricing, product availability, lead times, orders, and deliveries
• Participate in customer meetings, manufacturer training, internal meetings, and occasional job-site visits
• Build productive working relationships with customers and manufacturing partners

Process and Documentation

• Maintain accurate, complete, and organized project documentation
• Use Bluebeam Revu, Microsoft Office, manufacturer systems, and internal business tools
• Follow established company processes and professional standards
• Help identify and implement improvements to internal processes and workflows

Qualifications

Required

Candidates must meet one of the following combinations:

• High school diploma or equivalent with at least two years of relevant experience; or
• Bachelor’s degree with at least one year of relevant experience

Relevant experience may include commercial construction, HVAC, mechanical contracting, technical distribution, estimating, quoting, order coordination, inside sales, or project coordination.

Candidates should also demonstrate:

• Strong organization and attention to detail
• Ability to manage multiple projects, deadlines, and changing priorities
• Clear written and verbal communication
• Ability to review detailed technical or project information accurately
• Strong follow-through and ownership of open items
• Comfort working in a fast-paced, deadline-driven environment
• Willingness and ability to learn commercial HVAC equipment and systems

Preferred

• Experience in commercial HVAC, mechanical contracting, construction, or technical distribution
• Experience performing takeoffs, estimating, quoting, or product selection
• Experience preparing submittals or reviewing construction drawings and specifications
• Familiarity with Bluebeam Revu or similar takeoff and document-review software
• Experience with manufacturer quoting or ordering platforms
• Experience using ERP or CRM systems
• General knowledge of commercial HVAC systems and equipment

Technical Skills

• Microsoft Excel, Word, Outlook, and Teams
• Bluebeam Revu or similar takeoff and document-review software
• ERP, CRM, quoting, order-entry, or project-tracking systems
• Ability to learn manufacturer selection, pricing, and ordering tools

Work Environment

This position operates primarily in a professional office environment and involves frequent computer use, document review, and communication with internal and external stakeholders.

Occasional travel may be required for customer meetings, job-site visits, or manufacturer training. Physical requirements may include light lifting, filing, and other general office activities.

Application Information

Applications are accepted on an ongoing basis.

Hourly Compensation

$22.00–$46.00 per hour

Placement within the range will depend on relevant experience, qualifications, level of responsibility, internal equity, and the budgeted amount for the position.

Career Levels

CFM is considering candidates across the following levels. Placement will be based on the complexity and independence of the work performed, not years of experience alone.

Level 1 – Entry

Supports basic takeoffs, quote preparation, order entry, project tracking, and estimating activities with guidance.

Level 2 – Developing

Independently handles estimating, quotations, submittals, contractor communication, order coordination, and project support through multiple stages.

Level 3 – Advanced

Manages complex estimates and projects, coordinates directly with manufacturers, supports bid strategy, anticipates project risks, and provides high-level project execution with limited supervision.