About the Role
We are seeking a highly organized and detail-driven Program Coordinator to support our HVAC and dealer operations team. This role is essential in managing quotes, claims, rebate tracking, reporting, and dealer activities, ensuring smooth execution of our monthly and ongoing operational processes. The ideal candidate thrives in a fast-paced environment and enjoys working collaboratively across teams.
Regions Available:
Niagara County
Key Responsibilities
Monthly Operational Tasks
Review job quotes at the beginning of each month to identify expirations or upcoming claim deadlines.
Contact sales representatives regarding quotes nearing expiration to determine if extensions are needed.
Update quote statuses and ensure proper tracking through internal systems and spreadsheets.
Collect and save monthly purchase reports for use in claim backs and rebate tracking.
Initiate claims processes for the prior month and follow established procedures to completion.
Update and distribute rebate and training hour summaries to internal teams and management.
Prepare and send training activity reports to designated stakeholders.
Mid-Month to End-of-Month Duties
Obtain mid-month purchase data for high-volume dealers and process related claims.
Update and distribute residential summary reports to leadership before month-end.
Monitor price adjustments on key products or parts and notify appropriate personnel.
Participate in monthly internal operations meetings to share updates and insights.
Ongoing & As-Needed Activities
Manage communications related to quotes, pricing structures, registration or security requests, claims, dealer inquiries, and program participation.
Process commercial claims and ensure documentation is accurate and complete.
Support requests related to new dealer onboarding and existing dealer program questions.
Occasional & Special Projects
Coordinate dealer meetings, working with internal teams to manage invitations, scheduling, logistics, and marketing communications.
Assist in calculating company-wide price changes as needed.
Maintain and update internal pricing documentation and custom price sheets for various product lines.
Qualifications
Experience supporting HVAC programs, dealer operations, or similar business processes preferred.
Proficiency in Excel and comfort managing data for reporting and claims tracking.
Strong organizational and communication skills with attention to detail.
Ability to work effectively with cross-functional teams including sales, marketing, and operations.
Self-motivated and capable of managing multiple priorities simultaneously.