Post Sale Process Coordinator

JOB DESCRIPTION

POST SALE PROCESS COORDINATOR

Post-Sale Operations | Full-Time

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POSITION OVERVIEW

The Post Sale Process Coordinator plays a critical role in ensuring the seamless transition from

sale to ordering. Upon receipt of a Signed Bid, this position is responsible for the thorough

verification of all documentation, management of Salesforce Case records, coordination with

internal departments, and oversight of the order through purchasing. The ideal candidate is

highly detail-oriented, organized, and capable of managing multiple projects simultaneously

while maintaining accuracy and compliance with established processes.

KEY RESPONSIBILITIES

1. Salesforce & CRM Management

 Confirm that a Salesforce Case and Opportunity have been created upon receipt of the

Signed Bid.

 Conduct a thorough search for duplicate Cases and Opportunities and resolve any

discrepancies.

 Verify and correct total dollar bid amounts within both the Salesforce Case and Opportunity

records.

 Ensure all post-sale documents are saved within the appropriate Salesforce Opportunity.

 Update the Opportunity status to "Closed Won" upon fulfillment of all required conditions.

 Record all Purchase Order (PO) numbers within the Salesforce Case upon confirmation from

EASY123.

 Ensure that all vendor quotes (e.g., Mitsubishi) and EPR reference numbers are documented

in the Bid notes and within the Salesforce Case.

 In the event of missing documentation, initiate contact with the Sales Representative via

post or email through the Salesforce Case, clearly identifying the outstanding items required

to proceed.

2. Document Verification & Management

The following documents are required for order processing:

 Signed Bid

 Engineer of Record-approved Submittals

 Job Information Sheet (JIS)

 Permit

 Notice of Commencement (as applicable, state dependent)

Bid & Submittal Verification:

 Confirm the bid is fully executed, complete, and legible — with no missing pages or cut-off

content.

 Verify that the bid has not expired; if expired, coordinate with the Bid Team to update

pricing, equipment models, and applicable specifications.

 Ensure the bid reflects the most current and latest version prior to initiating order

processing.

 Confirm that submittals are consistent with and accurately reflect the bid — including all

equipment models, quantities, and specifications.

 Verify that all vendor quotes are saved within the Salesforce Case and Opportunity.

 Confirm the validity and expiration dates of all vendor quotes; if expired, return to the

vendor for an updated and current quote.

 If documentation is incomplete or missing, promptly contact the Sales Representative via

post or email through the Salesforce Case to obtain the required materials before

proceeding.

Delivery & Logistics Information (Required as Part of the Documentation Package):

 Obtain and verify the confirmed delivery address from the Contractor.

 Obtain the designated contact person's full name and cell phone number from the

Contractor to facilitate delivery coordination.

3. Pricing & Vendor Quote Validation

 Review and confirm the validity of any Rheem Enhanced Pricing Request (EPR), including

verification of the expiration date.

 Confirm that all third-party vendor quotes (e.g., Mitsubishi) are current, valid, and within

their effective dates.

 Ensure that all EPR reference numbers and vendor quote details are accurately documented

on the Bid and within the Salesforce Case.

4. Submittal & Engineering Coordination

 Confirm that submittals have been reviewed and approved by the Engineer of Record.

 Verify that submittals align with the bid in all respects — including equipment models,

specifications, and quantities.

 In the absence of an Engineer of Record, coordinate with the General Contractor or

Contractor to obtain submittal approval.

 Ensure that all curb drawings have been reviewed and are signed off by the Contractor prior

to order placement.

5. Inventory Review

 Conduct a pre-order review of the bid to determine whether existing on-hand inventory can

be utilized to fulfill the order, thereby reducing lead times.

 For Rheem products, reference the Inventory on the Ground listing to confirm unit

availability before initiating a new manufacturing order.

6. Credit & Account Management

 Compile and submit the complete supporting document package to the Credit Department

representative for account review prior to order processing.

 Supporting documents package includes: Signed Bid, Engineer-approved Submittals, Job

Information Sheet (JIS), Permit, and Notice of Commencement.

 Verify the Contractor's account status in coordination with the Credit Department.

 For Cash Accounts: confirm that a deposit or full payment has been received prior to

processing the order.

 Work with the Credit Department to determine whether a Job Account is required for the

Contractor and facilitate its creation as needed.

 Ensure all relevant documentation is forwarded to the appropriate Credit Department

representative for account verification and processing.

7. Purchasing Coordination

 Coordinate and follow the order through to EASY123 to ensure timely processing.

 Record and document all assigned Purchase Order (PO) numbers within the Salesforce Case

upon receipt.

8. Understanding of the Bid Request in Salesforce

 Develop a thorough understanding of the Bid Request process as managed within

Salesforce, including how bids are initiated, structured, and submitted by the Sales

team.

 Review and interpret all components of the Bid Request within Salesforce, including

project scope, equipment specifications, pricing details, and associated

documentation.

 Understand the relationship between the Salesforce Bid Request, the resulting

Opportunity, and the post-sale order processing workflow to ensure seamless handoff

from sales to operations.

 Verify that all information captured in the Bid Request is accurately reflected in the

Salesforce Case and Opportunity prior to initiating order processing.

 Identify and communicate any inconsistencies or discrepancies found within the Bid

Request to the Sales Representative or Bid Team for resolution before proceeding.

 Maintain up-to-date knowledge of Bid Request workflows, fields, and requirements

within Salesforce to ensure compliance with established processes.

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QUALIFICATIONS & SKILLS

 Demonstrated experience with Salesforce CRM, including case and opportunity

management.

 Exceptional attention to detail with strong document management and organizational skills.

 Familiarity with HVAC products and manufacturers (e.g., Rheem, Mitsubishi) is preferred.

 Proven ability to collaborate effectively across multiple departments including Sales, Credit,

Purchasing, and Engineering.

 Excellent written and verbal communication skills.

 Working knowledge of construction and project documentation, including permits,

submittals, and Notice of Commencement.

 Ability to manage multiple concurrent orders and priorities while consistently meeting

deadlines.

 Solid understanding of vendor quoting processes and pricing validation procedures.

 Understanding of the Bid Request process within Salesforce, including the ability to

interpret bid components and ensure accurate data handoff to order processing.

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WORKING RELATIONSHIPS

Reports To:

Bid Team Manager

Works Collaboratively With:

Bid Team, EASY123, Credit Department, Purchasing Department, Sales Representatives,

Contractors, General Contractors, Engineers of Record, and Vendors.