HVAC Inventory

HVAC Inventory & Sales Support Coordinator

South Shore HVAC – The Oickle Group

About Us

South Shore HVAC is part of The Oickle Group, a growing group of trade and construction companies that includes:

• South Shore HVAC
• Oickle's Electrical
• Tapped In Plumbing + Heating
• Big League Builders
• Ground Up Excavation

Across all companies, we focus on professional service, accountability, and long-term customer relationships. Our success depends on strong internal coordination, clear communication, and ensuring our field teams are properly supported.

We are seeking a detail-oriented, dependable individual to manage HVAC inventory and job readiness, while also providing sales and customer support when required. This role is critical to operational stability and serves as a backup to the sales function when needed.

Position Overview

The HVAC Inventory & Sales Support Coordinator is primarily responsible for ensuring all equipment, materials, and job details are organized and ready ahead of installation. This role also supports sales activities, customer follow-up, and lead management to ensure continuity during high-volume periods or sales staff absences.

This position directly impacts installer productivity, customer satisfaction, scheduling reliability, and company revenue.

Key Responsibilities

Inventory & Equipment Management (Primary Focus)

• Verify that all required equipment and materials are onsite a minimum of 3 days prior to installation
• Track equipment orders, deliveries, and arrival timelines
• Maintain appropriate stock levels and ensure inventory is reordered as required
• Ensure all equipment is:
• Properly tagged
• Correctly matched to each job
• Registered with manufacturers
• Prepare complete job packages for field technicians, including:
• Equipment lists
• Required supplies and accessories
• Job-specific notes
• Confirm installers are not dispatched without verified equipment readiness
• Follow up immediately on missing or delayed equipment to confirm timelines or coordinate rescheduling

Job & Installation Coordination

• Ensure all jobs have clear and complete information prior to installation, including:
• Equipment details
• Site notes or access considerations
• Scheduling constraints
• Communicate clearly with installers, office staff, and management
• Prevent delays, rework, or confusion through proactive planning and communication

Sales & Customer Support (Secondary / Backup Role)

• Follow up on all assigned quotes within 3 business days by phone
• Record all follow-ups accurately in company trackers
• Follow up on all assigned leads via phone and email
• Support sales operations during absences, high-volume periods, or staffing transitions
• Offer maintenance contracts on applicable quotes
• Pre-book annual cleanings whenever possible at the time of sale
• Conduct post-installation follow-ups within 2 business days
• Ensure all customer communications are professional and well-documented

Accountability & Professionalism

• Demonstrate ownership and follow-through on all assigned tasks
• Understand how inventory readiness and communication affect installer productivity, customer satisfaction, and profitability
• Identify and escalate issues early
• Maintain accurate records, trackers, and documentation
• Represent South Shore HVAC and The Oickle Group professionally at all times

Qualifications

• Experience in inventory coordination, HVAC, construction, logistics, or office operations preferred
• Strong organizational and communication skills
• Comfortable dealing with suppliers, coworkers, and customers
• Ability to manage multiple priorities in a fast-paced environment
• Basic computer and tracking system proficiency
• HVAC or trade-related experience is an asset

Compensation & Benefits

• Competitive wages, based on experience and qualifications
• Yearly clothing allowance
• Dental and medical benefits
• RRSP plan
• Full-time, stable employment
• Opportunity for growth within The Oickle Group

Job Type: Full-time

Pay: $60,000.00-$90,000.00 per year

Benefits:

• Extended health care
• RRSP match

Work Location: In person