Service Sales Coordinator / HVAC Parts Coordinator / Sales Support Coordinator – Industrial HVAC

Houston, TX

A Service Sales Coordinator / HVAC Parts Coordinator / Sales Support Coordinator is required to join an established engineering and manufacturing business specialising in industrial HVAC systems for offshore, onshore, oil & gas, and demanding industrial applications.

The successful Service Sales Coordinator / HVAC Parts Coordinator / Sales Support Coordinator will support the service sales team with customer enquiries, spare parts quotations, order processing, purchasing coordination, and aftermarket service activities.

This position offers an opportunity for someone with experience in customer service, inside sales, parts coordination, or technical sales support, ideally within HVAC, industrial equipment, mechanical engineering, or a similar technical environment.

The role involves working closely with customers, suppliers, field service engineers, and internal departments to ensure parts availability, accurate quotations, timely deliveries, and effective support for ongoing service operations.

Service Sales Coordinator / HVAC Parts Coordinator / Sales Support Coordinator Benefits

• Circa $55,000 annually 

• Comprehensive benefits package.

• Opportunity to work within a specialist industrial HVAC engineering and manufacturing environment.

• Exposure to aftermarket sales, technical equipment, and industrial service operations.

• Collaboration with service engineers, purchasing teams, and technical sales professionals.

• Long-term career development within industrial HVAC and aftermarket services.

Service Sales Coordinator / HVAC Parts Coordinator / Sales Support Coordinator Responsibilities

• Respond to customer enquiries regarding HVAC spare parts, replacement components, pricing, product availability, and technical quotations.

• Prepare and submit spare parts quotations for existing industrial HVAC installations and newly manufactured equipment.

• Support the Service Sales Specialist with customer orders, quotations, sales administration, and aftermarket activities.

• Coordinate the ordering, tracking, and shipment of spare parts and replacement components to customers and field service personnel.

• Assist with warranty claims, defective parts tracking, and replacement orders in accordance with internal procedures.

• Liaise with suppliers, customers, and purchasing personnel to confirm product availability, lead times, and order requirements.

• Provide purchasing teams with the information required to place accurate supplier orders.

• Support field service engineers with urgent parts requests, equipment requirements, and outstanding project punch-list items.

• Maintain accurate sales orders, service documentation, customer records, and project files to support invoicing and billing.

• Track delivered sales orders and communicate order progress, shipment updates, and outstanding requirements to the Service Sales Specialist.

• Assist with accounts payable documentation, purchase order tracking, and administrative processes.

• Organise and maintain inventory of job-specific consumables, tools, and materials required for field service activities.

• Coordinate the scheduling of service equipment calibration and certification.

• Work closely with the Service Manager and internal departments to resolve customer enquiries and support efficient service delivery.

Service Sales Coordinator / HVAC Parts Coordinator / Sales Support Coordinator Requirements

• Minimum of 1 year of experience in customer service, inside sales, sales coordination, parts administration, or a similar customer-facing support role.

• Previous experience working with HVAC equipment, spare parts, industrial machinery, or mechanical equipment would be advantageous.

• Experience preparing quotations, processing customer orders, and coordinating deliveries or shipments.

• Understanding of aftermarket parts sales, warranty procedures, and customer service operations would be beneficial.

• Ability to communicate effectively with customers, suppliers, purchasing departments, and field service engineers.

• Strong organisational skills with the ability to manage multiple customer enquiries, quotations, and orders simultaneously.

• Proficiency in Microsoft Office, including Excel, Word, and Outlook.

• Experience using ERP or order management systems, particularly Sage 500, would be advantageous.

• Strong attention to detail when preparing quotations, processing orders, and maintaining accurate documentation.

• Excellent customer service, communication, time management, and problem-solving skills.

• Ability to work effectively in a fast-paced technical sales and service environment.

• High school diploma or GED required.

• Valid driver's licence required.