Project Coordinator - Sales

About the role

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 (matc

Benefits

Additional Information

S. Conley Sales delivers reliable mechanical equipment solutions across Montana and Wyoming, backed by decades of experience and strong local partnerships. With a combined 75+ years of industry know-how and a reputation for service, we've built something special-starting in Bozeman and growing from there. As part of the Meriton network, you'll join a team where local values meet national scale. Whether you're early in your career or looking for your next step, this is a place where you can grow, contribute, and thrive-right from day one.

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