Project Coordinator - Sales

The Opportunity:

Opportunity to join a thriving HVAC Manufacturer Representative in one of the strongest economies in the country.  We are currently seeking to grow our team by adding a Project Coordinator-Sales, with location preference of Bozeman, MT.  If you have experience in this type of role, we want to talk to you today about putting your skills to work at S Conley.

Role:

You will be part of our team based in Bozeman, with responsibility for the territory of MT and WY.  You will play a significant role in the success of the team, the role connects Sales, Estimating, Inside Sales and Project Management to ensure projects are executed with accuracy, clarity, and speed. This role is a service driven role, and the person is responsible for producing high-quality submittal packages and supporting front-end project setup, while maintaining alignment across multiple teams. It requires a high level of attention to detail, strong communication skills, and the ability to manage and prioritize work across multiple active projects. This position sits at the center of our operations and directly impacts how effectively we deliver projects to our customers. This role is not expected to be the primary technical expert on day one. Success in this position comes from effectively coordinating the process, collaborating across teams, and ensuring all required inputs are completed accurately and on time.

Responsibilities:

• Submittal Development & Coordination
  • Develop, assemble, and issue complete and accurate submittal packages for awarded projects
  • Collaborate with Estimating, Inside Sales, Outside Sales, and Project Managers
  • Review documentation for completeness, accuracy, and consistency before release
  • Ensure submittals meet engineer, contractor, and project-specific requirements
    Track submittal status and support timely turnaround
• Cross-Functional Coordination
  • Act as a central point of communication between departments during the submittal process
  • Identify and resolve gaps, inconsistencies, or missing information before submittal release
  • Proactively follow up with internal teams to keep projects moving
  • Support smooth handoffs from pre-sale to post-sale execution
• Estimating & Front-End Support
  • Support the Estimating Manager with bid board review and organization
  • Assist in job setup and internal coordination for upcoming bids
  • Manage documents and files for active opportunities
  • Assist in preparing projects for internal handoff once awarded
• Inbox & Workflow Management
  • Monitor and manage shared inboxes to ensure timely response and organization
  • Route requests and information to appropriate team members
  • Maintain organized digital project files and documentation
• Process & Quality Discipline
  • Maintain consistency in submittal structure, formatting, and quality
  • Improve workflows, templates, and coordination processes
  • Ensure data accuracy across systems and documentation
• Process Ownership & Accountability
  • Own the submittal development process from start to finish
  • Drive accountability across Estimating, Inside Sales, Sales, and Project Management
  • Follow up to ensure required inputs are delivered accurately and on time
  • Identify delays or bottlenecks and escalate when needed
  • Maintain momentum so no step in the process stalls

The Required Profile:

• Associate’s Degree in business or related field and 3+ years’ experience in customer service, project coordination or administrative role; or 5-7 years’ equivalent combination of education and experience
• Ability to prioritize, multi-task, deal with ambiguity and manage high volume projects in fast pace environment.
• Strong communication skills
• High accountability and follow-through
• Strong PC skills in Microsoft Office 2007 including Word, Excel, PowerPoint, and Outlook
• Familiarity with submittals, project workflows, HVAC, mechanical contracting, engineering or construction industry experience a plus
• Process-oriented leader, comfortable driving others and holding them accountable, not afraid to ask questions, learner mindset

Compensation/ hours: Full Time Position

• Hourly: $24–$29 per hour
• + Performance Bonus Comp Plan
• + Substantial Benefits Package
• Regular Business Hours are typically 8am to 5pm including a lunch break. Early out option on Fridays. Expectations are that hours will shift/expand to meet position objectives and client needs.
• Health and dental insurance benefits, HSA plan,
• Additional benefits (matching 401K, Paid Time off)

Other Skills/Abilities

Strategic Skills 

Ability to learn new skills and knowledge. Ability to understand concepts and complexity comfortably.  Open to change and will try anything to find solutions.  Able to handle uncertainty and make decisions without knowing the whole story

Operating Skills

Ability to discern between tasks to determine how best to accomplish goals and organize task/people assignments to get results in a timely way. Ability to figure out processes and simplify them in order to maximize work flow.

Behavior Skills 

Ability to manage people and situations when conflicts arise.  Ability to seize opportunities with the drive to complete goals. 

Personal and Interpersonal Skills

Ability to establish and grow relationships with customers through effective verbal and written communication.  Dedicated to the needs of the customers, manufacturers and peers and has the patience to actively listen to all business partners. Able to solve problems and skillfully negotiate with a minimum of noise while managing stress.  Demonstrates integrity and trust through appropriate directness and truthfulness.  Ability to understand personal strengths and weaknesses, seek feedback and improve upon shortcomings. 

Environmental Requirements

Will be required to work in an office environment and frequently in the field.

Physical Demands

While performing the duties of this job, the employee is regularly required to use hands to operate computer keyboard and telephone, reach with hands and arms. The employee frequently is required to stand, walk, and sit. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

NOTE:  This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.

Sells commercial HVAC equipment and provides mechanical engineering solutions.