Marketing & Sales Coordinator
Key Heating and Air Conditioning is looking for a creative, organized, and motivated Marketing & Sales Coordinator to help grow our company, generate new leads, support the sales process, and strengthen relationships with our customers.
This position will support social media, video creation, events, email marketing, our maintenance agreement program, sales appointment coordination, and customer follow-up. The primary goals of this role are to bring new customers to the company, help turn leads and estimates into scheduled work, and increase customer participation in our maintenance agreement program.
Marketing Responsibilities
- Create and schedule social media posts for Facebook, Instagram, TikTok, and other platforms.
- Create short-form videos featuring jobs, employees, customer education, events, promotions, and company updates.
- Visit job sites and company events to take photos and videos.
- Help manage email and customer marketing campaigns through ServiceTitan Marketing Pro.
- Assist with website content, the company’s Google Business Profile, and basic SEO.
- Create flyers, emails, social media graphics, customer handouts, and other marketing materials.
- Maintain an organized marketing calendar.
- Research home shows, local events, sponsorships, and community involvement opportunities.
- Help plan, organize, promote, and attend company and community events.
- Track which marketing campaigns and lead sources are producing calls, appointments, estimates, and completed work.
Sales Coordination and Estimate Follow-Up
- Help respond to incoming sales leads and ensure customers are contacted promptly.
- Coordinate sales appointments between customers, comfort advisors, salespeople, and office staff.
- Confirm sales appointments and provide customers with any necessary appointment information.
- Monitor open estimates and follow up with customers by phone, text, and email.
- Answer basic customer questions and help customers understand the next steps in the sales process.
- Identify customers who are ready to move forward and coordinate scheduling with the appropriate team member.
- Keep accurate notes and update lead, appointment, and estimate statuses in ServiceTitan.
- Help ensure no sales opportunities are missed because of delayed or incomplete follow-up.
- Assist with re-engagement campaigns for customers with older or unsold estimates.
- Coordinate seasonal promotions, financing promotions, and other offers with the sales team.
- Track sales leads, scheduled appointments, completed estimates, follow-up activity, sold work, and conversion results.
- Communicate regularly with the sales and management teams regarding outstanding opportunities and customer feedback.
- Maintain professional, helpful, and consistent communication throughout the customer’s decision-making process.
Maintenance Agreement and Customer Retention Responsibilities
- Help promote and grow our maintenance agreement program.
- Coordinate maintenance agreement marketing, renewals, reminders, and customer follow-up.
- Work with the office, service, and sales teams to keep maintenance agreement customers informed and engaged.
- Help create promotions and campaigns that increase maintenance agreement enrollment.
- Follow up with eligible customers who have not yet enrolled.
- Track maintenance agreement leads, enrollments, renewals, cancellations, and promotional results.
- Create customer-facing materials explaining the benefits of the maintenance agreement program.
- Look for ways to improve membership value, customer participation, and long-term retention.
- Help identify opportunities to reconnect with past customers and encourage repeat business.
Qualifications
- Experience with social media, marketing, customer service, sales coordination, or office administration is preferred.
- Comfortable creating short videos and basic digital content.
- Confident communicating with customers by phone, text, and email.
- Strong writing and verbal communication skills.
- Organized and able to manage multiple leads, appointments, campaigns, and follow-up tasks.
- Comfortable following up consistently without being overly aggressive.
- Willing to learn ServiceTitan, including Marketing Pro and lead and estimate management.
- Basic knowledge of Google Business Profile, SEO, websites, or digital advertising is a plus.
- Experience with Canva, CapCut, or similar content-creation tools is a plus.
- HVAC, home service, customer service, or inside sales experience is a plus but is not required.
Ideal Candidate
The ideal candidate is creative, organized, dependable, and comfortable communicating with customers. They enjoy creating content, building relationships, coordinating schedules, and helping customers move through the sales process.
This person should be able to balance marketing projects with consistent customer follow-up. They should take ownership of assigned leads and estimates, stay organized, communicate well with the sales and office teams, and look for opportunities to improve the customer experience.
Success in this position will be measured by increased lead generation, faster customer response times, more scheduled sales appointments, improved estimate follow-up, higher sales conversion, increased maintenance agreement participation, and stronger customer retention.