My Hero VA

Our client is a HVAC company based in the U.S. looking for a Rebate & Customer Success Coordinator.

In this role, you will take ownership of the company's rebate pipeline, reviewing each account to identify eligible rebate opportunities, manage consistent follow up through phone calls, emails, and text messages, collect missing documentation and signatures, maintain accurate CRM records, and coordinate closely with internal team members.

When needed, you will also support outbound calling campaigns to promote discounted HVAC service offers and generate new business opportunities.

Responsibilities:

• Manage a pipeline of approximately 300 customer rebate applications
• Review customer accounts to identify eligible government rebate opportunities
• Follow up with customers via phone calls, emails, and text messages to collect required documentation and signatures
• Maintain accurate CRM records, spreadsheets, and detailed customer notes
• Coordinate with internal team members to ensure rebate applications are submitted and processed efficiently
• Communicate application updates and status throughout the process
• Make outbound calls to promote discounted HVAC service offers and generate new opportunities
• Support additional administrative and operational tasks as needed

Requirements:

• Previous Customer Service Representative (CSR) or customer support experience preferred
• Comfortable making frequent outbound phone calls and persistent customer follow up
• Strong English communication skills (verbal and written) – C1/C2 level
• Highly organized with exceptional attention to detail
• Proactive, reliable, and able to work independently with minimal supervision
• Experience using CRM systems, Microsoft Excel, spreadsheets, and other business software
• Strong time management skills with the ability to manage multiple customer accounts simultaneously

Highly Preferred:

• Experience with customer documentation, administrative coordination, or case management
• Previous experience in home services, construction, utilities, or similar industries
• Experience with outbound sales, appointment setting, or lead generation
• Familiarity with rebate or incentive programs

Compensation
Base salary + Performance based commission tied to KPIs
Base hourly rate: $8–$10/hr

Location
Remote

Availability
Full-Time (40 hours per week)
Must be available during U.S. Pacific Time business hours