HVAC Lead Generator & Coordinator

Job Summary

The Lead Generator & Coordinator is responsible for identifying, generating, and converting service and sales leads into booked work orders. This role focuses on building relationships with customers, qualifying leads, scheduling appointments, and supporting the office, sales and operations teams to increase revenue growth and customer satisfaction. The ideal candidate is highly organized, customer-focused, and skilled in communication and follow-up.

Key Responsibilities

Lead Generation & Customer Outreach

• Generate HVAC sales leads from inbound inquiries (emails & calls), outbound calls, referrals, marketing campaigns, customer follow-ups and lead sources.
• Engage with technicians to identify heating, cooling, indoor air quality, and HVAC replacement opportunities.
• Qualify customer needs and gather information for accurate scheduling and sales follow-up.
• Maintain consistent communication with potential and existing customers to nurture leads and build relationships.

Sales Support & Follow-Up

• Assist the sales team by tracking leads, monitoring follow-ups, and updating lead status.in notes of work orders.
• Follow up with customers after sales estimates, installations, and/or service appointments to encourage sales conversions and gather feedback.
• Create and support promotional campaigns and seasonal marketing initiatives.
• Help maintain sales pipelines and ensure timely communication with prospective customers.

Administrative & Reporting Duties

• Create and maintain accurate lead tracking reports.  
• Determine best ROI of lead sources to make adjustments as needed.
• Prepare timely reports on lead activity, appointment conversions, and sales opportunities.

Appointment Scheduling & Coordination

• Answer incoming phone lines to assist with CSR & dispatch duties.
• Administrative duties as needed to assist other office staff.
• Coordinate schedules between customers, sales teams, and field staff to maximize efficiency.
• Confirm appointments and communicate updates or changes to customers and team members.
• Ensure customer information and appointment details are gathered and entered accurately into the dispatch system including classifying calls to the work order pertaining to that phone call

Qualifications

• High school diploma or equivalent required.
• Availability for in-office work Monday through Friday from 8am to 430pm daily is a priority.
• Previous experience in lead generation, marketing, customer service, sales coordination, dispatching, or office support.
• Strong communication and interpersonal skills.
• Excellent organizational and multitasking abilities.
• Ability to work in a fast-paced, customer-focused environment.
• Proficiency in Microsoft Office including Outlook Excel & Word, and willingness to learn scheduling software.

Additional Preferred Skills

• Experience in the HVAC, home services, or construction industry.
• Knowledge of HVAC products, services, and terminology.
• Familiarity with CRM and field service software such as Service Titan.
• Strong sales follow-up and customer relationship management skills.
• Ability to handle multiple priorities with attention to detail.

Work Environment

• Office-based role with frequent communication with customers, sales staff, and field technicians.
• May require occasional evening or weekend availability during peak HVAC seasons.
• Fast-paced environment focused on customer satisfaction and sales growth.

Performance Expectations

• Generate and convert qualified HVAC sales leads consistently.
• Maintain high customer satisfaction and professionalism.
• Achieve appointment-setting and lead conversion goals.
• Ensure accurate scheduling, customer communication, and lead tracking.

Compensation & Benefits

• Competitive hourly compensation plus potential performance incentives.
• Health and dental insurance after 90 days employment.
• Paid time off and holidays after 90 days employment.
• Retirement savings plan after 90 days employment.

Opportunities for advancement and professional growth