Inside Sales Assistant

Heat Transfer Sales

Wilmington, NC


Job Title: Inside Sales Assistant

Status: Full Time, Non-Exempt (Eligible for Overtime)

Reports To: Branch Manager

Work Schedule: Monday – Friday 8:00am – 5:00pm


Position Purpose: Assist sales engineers in the sales of commercial and industrial HVAC equipment by providing general inside sales support that will include preparing price quotations, ordering of equipment, preparing technical information, equipment returns, and expediting orders. Strong emphasis on customer service.


Employment at Will: Nothing herein is intended to create a contract of employment or to guarantee employment for a definite duration.


Hoffman & Hoffman, Inc. is a company focused on being #1 in the HVAC industry in providing the most innovative HVAC solutions through superior design and customer service.


Essential Duties and Responsibilities:

  • Collaborate with sales engineers to understand customer requirements, to promote the sale of company products and to provide sales support.
  • Confer with customers and sales engineers to assess HVAC equipment needs and to determine system requirements.
  • Keep detailed notes from customer phone calls for record keeping purposes and future reference.
  • Complete take-off of HVAC equipment from building plans.
  • Develop equipment price quotations/proposals for customers based on customer request or information from sales engineer, present quotation to customer, and upon acceptance of quotation, provide technical document submittals as required.
  • Assemble technical documents for submittal package, type equipment schedules and prepare the submittal data for the order correspondent to complete.
  • Submit HVAC equipment orders to the manufacturers via online software or typed purchase orders. If equipment needed is in stock at the Hoffman & Hoffman warehouse (consult the stock catalog), place a warehouse order.
  • Complete order transmittals including all required information.
  • Review manufacturer acknowledgments to ensure correct equipment is listed, and the equipment is correctly priced according to customer order.
  • Coordinate all bidder quotes with branch offices. Verify updated pricing and accuracy of quotes received from other sales teams.
  • Check the status of equipment orders and coordinate with the manufacturers for shipment.
  • Interact with customers to provide information in response to inquiries about products, costs, shipping, etc. and try to resolve any complaints as quickly and efficiently as possible.
  • Stay informed on industry news and trends, products, services, competitors and relevant information about existing and emerging technologies, and the latest product-line developments. Attend company training seminars to become familiar with product lines.
  • Maintain updated product literature and price lists from various manufacturers. Update manufacturer software as needed.
  • Keep accurate and current order logs and update the bid list spreadsheet when needed.
  • Maintain quotation and pre-order correspondence files. Keep order correspondent updated on orders.


Reasonable Accommodations Statement: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.



Knowledge / Experience / Critical Skills:

  • Associate degree in related field and 2-4 years of work experience. 
  • Knowledge of commercial/industrial HVAC equipment and ability to read blueprints.
  • Ability to build relationships and communicate effectively with customers, vendors, and our sales team.
  • Strong attention to detail.



Core Values:

  • Customer Service – Effectively and efficiently work to enhance the level of customer satisfaction. Customers are our top priority.
  • Attention to detail – Job requires careful attention to detail and thoroughness in completing work tasks.
  • Dependability – Being reliable, responsible, dependable, and fulfilling obligations.
  • Adaptability and Flexibility – Job requires being open to change. Effective multi-tasking and daily prioritizing of duties are required.
  • Establish and Maintain Interpersonal Relationships – Developing constructive and cooperative working relationships with others and maintaining them over time.
  • Team Oriented – Job requires working with sales engineers, order correspondents, other sales teams, Parts Department, Warehouse, Accounting Department, manufacturers and customers. Strong emphasis on teamwork.


Physical Demands:

  • Standing: Frequently
  • Walking: Frequently
  • Sitting: Frequently
  • Handling/Fingering: Frequently
  • Reaching Outward: Frequently
  • Bending: Frequently
  • Pushing/Pulling 12 lbs. or less: Frequently
  • Lifting/Carrying 10 lbs. or less: Frequently
  • Lifting/Carrying 11-20 lbs.: Occasionally
  • Reaching Above Shoulder: Occasionally
  • Squatting/Kneeling: Occasionally


The work environment at Hoffman & Hoffman, Inc. is an open office environment in a controlled atmosphere building.


This job description is intended to provide information regarding the essential functions and basic duties of this position. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and duties that could be assigned. Additional functions and requirements may be assigned by management as it deems appropriate. This document does not constitute a contract and is subject to change at the discretion of Hoffman & Hoffman, Inc.


No phone calls or drop-ins please.

EEO Employer/Vets/Disabled