Inside Sales Representative

JOB DESCRIPTION

Inside Sales Representative

Position Title Inside Sales Representative Department Service

Reports To Sales Manager Direct Reports

FLSA Status

Non-Exempt Position Type Full-Time, On-Site Work Location 1605 Westbelt Dr, Suite 200, Columbus, OH Revision Date September 1, 2026 (v202609010635)

POSITION SUMMARY

Mid-Ohio Air Conditioning (MOAC) is a commercial, industrial, and institutional HVAC service and construction contractor serving central Ohio; this role has no residential service responsibility. The Inside Sales Representative supports company revenue growth and service excellence by reviewing technician recommendations and turning them into accurate estimates and professional, timely proposals — covering parts, materials, labor hours, subcontractors, and rentals — so that repairs and projects close while the issue is still top-of-mind for the customer.

This position works in support of Sales Engineers, technicians, customers, the Sales Manager, and the Operations Manager. It partners closely with technicians, lead technicians, dispatchers, and coordinators to build proposals with a clear scope of work, communicate to customers how a repair will affect their normal work schedule and environment during performance, and coordinate scheduling of the work through Dispatch, who own the actual schedule.

The Inside Sales Representative fills the gap between the sales-related work the Service Manager role historically carried, the quick-turn proposals Sales Engineers produce directly, and the identification of larger sales opportunities — while also supporting the development, input, renewal, and profitability reporting of preventive maintenance agreements, service labor agreements, and warranty agreements.

Success in this role means technician recommendations are turned into accurate, professional proposals quickly enough to close the sale, customers understand the scope and schedule impact of the work before it starts, PM and service agreements renew profitably and on time, and purchase orders and parts/equipment tracking behind sold work are clean and current.

ESSENTIAL DUTIES & RESPONSIBILITIES

Estimating & Proposal Development

• Review technician recommendations and interpret what is needed in terms of parts, materials, labor hours, subcontractors, rentals, and other scope elements.

• Produce accurate estimates and professional, customer-ready proposals with a clear scope of work on a timely basis, so the sale can close while the issue is at the forefront of the customer's mind.

• Verify pricing, labor hour, and material assumptions against current MOAC pricing standards before a proposal goes out.

• Assist with proposals and initial documentation of turnover for startups, commissioning, and warranty repairs as directed by the Operations Manager and Sales Manager.

Customer Communication & Sales Support

• Communicate to customers the impact a repair or project will have on their normal work schedule and building environment during performance of the work.

• Support Sales Engineers, technicians, the Sales Manager, and the Operations Manager by producing proposals and estimates that let them focus on customer relationships and larger opportunities.

• Assist in identifying opportunities for larger sales that surface through technician recommendations or quick-turn proposal activity, and route them to the Sales Manager.

• Serve as a responsive point of contact for customers awaiting a proposal or scope clarification.

Cross-Functional Coordination & Escalation

• Work closely with technicians, lead technicians, dispatchers, and coordinators to develop proposals with a clear, accurate scope of work.

• Coordinate the scheduling of proposed and sold work through Dispatch, who own and perform the actual scheduling.

• Seek guidance from the Operations Manager whenever the scope of work needs clarification, or when communicated labor hours appear over- or understated relative to the recommendation.

• Seek guidance from the Sales Manager when sales strategy or tactics require more than direct communication and presentation to the customer.

• Seek guidance from the Sales Manager when a repair appears excessive relative to equipment condition, or when equipment replacement may be the more appropriate and cost-effective recommendation.

Agreements: PM, Service Labor & Warranty

• Assist with the development, input, renewal, and profitability reporting of preventive maintenance agreements, service labor agreements, and warranty agreements.

• Support accurate tracking of agreement terms, scope, and renewal timing in coordination with the Operations Coordinator and Sales Manager.

Purchasing, PO Issuance & Tracking

• Buy out approved proposals and issue the resulting purchase orders for parts, materials, subcontractors, and rentals.

• Track parts and equipment ordered against sold proposals through delivery, confirming quantities and job or ticket assignment.

• Coordinate with the Operations Coordinator and Purchasing to resolve pricing, quantity, or receiving discrepancies tied to sold proposals.

Backup Coverage

• Serve as a trained backup for Dispatching, the Operations Coordinator role, and Purchasing as needed, to maintain coverage during absences.

• Maintain working familiarity with each of these functions so coverage does not require learning the workflow cold.

Process & Continuous Improvement

• Identify recurring estimating, proposal, agreement-renewal, or purchasing bottlenecks and recommend practical process improvements.

• Perform other duties as assigned in support of Service Division goals.

QUALIFICATIONS

Required

• High school diploma or equivalent; associate degree in business, construction management, or a related field preferred.

• Two or more years of estimating, inside sales, service coordination, or proposal development experience — preferably with a commercial or industrial HVAC or mechanical contractor.

• Working knowledge of HVAC service scopes, parts, materials, and labor estimating well enough to translate a technician's recommendation into an accurate proposal.

• Strong proficiency in Microsoft Excel and Word, and comfort with CRM and ERP tools used to track proposals, purchase orders, and agreements.

• Excellent written and verbal communication skills, with the ability to explain scope of work and schedule impact clearly to customers.

• Demonstrated ability to manage many concurrent proposals and deadlines in a fast-moving environment.

• High attention to detail and accuracy in estimates, proposals, and purchase orders.

• Sound judgment on when to proceed directly and when to escalate to the Operations Manager or Sales Manager.

• Ability to pass pre-employment background screening and drug testing.

Preferred / Plus

• Oracle NetSuite or Salesforce experience, particularly estimating, purchasing, or agreement/contract modules.

• Familiarity with preventive maintenance, service labor, and warranty agreement structures.

• Prior experience supporting or backing up dispatch or purchasing functions.

• Familiarity with commercial, industrial, or institutional HVAC systems and equipment replacement economics.

CORE COMPETENCIES & ATTRIBUTES

• Urgency. Understands that a proposal delayed is a sale at risk, and turns estimates around while the issue is still front-of-mind for the customer.

• Accuracy under pressure. Scope, pricing, and labor hours must be right the first time; estimating errors cost margin and credibility.

• Cross-functional coordination. Works fluidly with technicians, dispatchers, coordinators, Sales Engineers, and both managers without letting anything fall between roles.

• Sound judgment. Knows the difference between a call to make directly and one that needs the Operations Manager's or Sales Manager's input.

• Communication. Clear, professional, and specific with customers about scope of work and schedule or environment impact.

• Organization. Proposals, purchase orders, and agreement trackers are current and findable by anyone, at any time.

• Service orientation. Sees this role as existing to help MOAC close the right work quickly and cleanly, not just to process paperwork.

COMPENSATION & BENEFITS

Mid-Ohio Air Conditioning offers a competitive total compensation package designed to attract and retain top talent. The following structure is representative; final terms are established in the formal offer letter.

Component Detail

Base Salary $62,000 – $67,000 annually (commensurate with experience)

Performance Bonus Discretionary quarterly bonus tied to proposal turnaround time and close-rate support, per Sales Manager review

Overtime Eligible per FLSA Non-Exempt status for hours worked beyond 40/week

Healthcare Anthem plan; employee pays 25% of premium | Company-funded HRA

Dental & Vision Company-paid at no cost to employee with optional employee paid option

Retirement 401(k) with 3% safe harbor non-elective company contribution

PTO 40 hours at hire through 12/31; 120 hours beginning 1/1 of next calendar year

Holidays 10 paid holidays per year (9 scheduled & 1 floating)

Professional Development Company-paid continuing education and industry certifications

WORK ENVIRONMENT & PHYSICAL REQUIREMENTS

• Primarily an office environment at MOAC's Columbus facility.

• Standard hours are Monday–Friday, 7:30 AM to 4:30 PM, with one hour for lunch.

• Extended periods of sitting and computer work; frequent use of phone, keyboard, and multiple monitors.

• Must be able to occasionally lift and move up to 25 pounds.

• Occasional additional hours may be required during peak proposal volume or agreement renewal periods.

EQUAL EMPLOYMENT OPPORTUNITY

Mid-Ohio Air Conditioning, LLC is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, genetic information, or any other characteristic protected by federal, state, or local law.

This job description describes the general nature and level of work performed and is not an exhaustive list of all responsibilities, duties, and skills required. MOAC reserves the right to modify this description at any time. This document does not constitute an employment contract, and employment with MOAC is at-will.