HVAC Sales Coordinator at Daikin Applied in Miami, Florida

Job Description:

Make your mark at the world's largest HVAC company

* Assist in the preparation of: customer proposals, PowerPoint presentations, letters, spreadsheets, issuance of Bid Bonds, Certificates of Insurance, Payment/Performance Bonds, Pre-Qualification Questionnaires and order legal paperwork and forms to aid in finalization of contract award.

* Assist with data entry and maintaining the integrity of the local office database including forecast reports, opportunity reports, opportunity re-assignments, maintenance, etc.

* Assist with the securing, booking and release for fabrication process by: completing and uploading factory order forms, booking details, following up on approval status to insure timely booking, securing contract documents with approved T&Cs, securing required signatures, and distributing and following up on documents for pre-entered orders and Letters of Intent.

* Assist in completing Change Order Proposals and booking the related Change Orders within the order management system, including updating office file as required.

* Set up project files, types meeting minutes, completes daily, weekly or monthly project related reporting forms, files, faxes or copies project documents.

* Coordinates meetings, trade shows, events, etc. for sales teams. Maintains local Bid list. Assists in ordering or copying blueprints.

* Manage incoming/outgoing project related mail, contract documents, submittals and design documents as necessary.

* Assist in updating and scheduling Service labor, material and subcontract labor for the purpose of projecting planned project costs.

* Assist in managing the Contract Closeout process to ensure the timely closure of projects. Coordinates the Installation Transfer, Warranty letter and Customer Contact/Survey process as required.

* Using Daikin Applied tools and standards, processes subcontracts and subcontractor invoices. Organizes and maintains all subcontractor documentation (certificate of insurance, bonding, etc.)

* Coordinates Daikin Applied invoice processes, subcontractor requirements (such as, certificates of insurance, bonding, lien waivers, etc.) and materials to meet revenue plan.

* Generates subcontracts, safety documents and may release payments to subcontractors or associated invoices with A/R invoices under guidance from the sales leadership team.

* Identifies and sets up procurement agreements for subcontractors or approved vendors.

* Assist in completing simple project billing schedules in the appropriate format within specified timeframes.

* Complete requests for information, transmittal letters, customer warm-up letters, project organizational charts, certified payroll, owner directed insurance, etc.

* Research and reconcile contract mischarges. Performs project cost transfers as required.

Qualifications:

Must have:

• High school diploma or GED


• 3-5 years related experience


• Excellent customer service skills


• Proficient in Microsoft Office Suite including but not limited to Word, Excel, Outlook, PowerPoint

Nice to have:

• 2-year degree from vocational/technical/business school preferred


• Bachelor's degree may be considered in lieu of work experience

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