Permit, Inspection & Sales Coordinator - HVAC, Plumbing & Electrical
Job Description
Job DescriptionDescription:
Harwich Port Heating & Cooling, LLC
Location: Harwich Port, MA 02646
Job Type: Full-Time | In-Office
Pay: $25–$28 per hour, based on experience + Benefits
Position Summary
Harwich Port Heating & Cooling is seeking an experienced, highly organized Permit, Inspection & Sales Coordinator to support our HVAC, Plumbing, and Electrical divisions in Harwich Port, MA.
This position is responsible for managing municipal permits, coordinating inspections, supporting sales and installation teams, and ensuring projects move forward efficiently. The ideal candidate has strong administrative and customer service skills, excellent attention to detail, and the ability to manage multiple projects and deadlines.
Previous experience in HVAC, plumbing, electrical, construction, or home services is strongly preferred.
Key Responsibilities
Permitting & Inspection Coordination
- Prepare, submit, and track HVAC, plumbing, gas, and electrical permit applications.
- Coordinate with local building departments and municipal inspectors throughout Cape Cod.
- Schedule inspections with customers, installation managers, and field technicians.
- Track permits from initial application through final inspection and approval.
- Follow up on outstanding permits, inspection results, and required corrections.
- Maintain accurate permit records, inspection schedules, and supporting documentation.
- Communicate permit and inspection updates to management and field teams.
- Ensure permits and inspections are completed on time to prevent project delays.
Sales Coordination & Proposal Follow-Up
- Provide administrative support to HVAC, Plumbing, and Electrical sales teams.
- Assist with preparing, processing, and tracking customer proposals and estimates.
- Track open estimates and sales opportunities using ServiceTitan.
- Follow up with customers regarding pending proposals and project approvals.
- Communicate customer questions and requested changes to estimators and sales personnel.
- Coordinate the transition of approved projects from sales to installation.
- Maintain accurate customer records and sales activity reports.
- Assist with tracking outstanding estimates and identifying follow-up opportunities.
Customer Service & Administrative Support
- Serve as a point of contact for customers regarding permits, inspections, and proposals.
- Communicate with homeowners, contractors, municipal officials, and internal teams.
- Respond to customer inquiries by phone and email.
- Maintain accurate customer, project, and permit information in ServiceTitan.
- Generate reports for pending permits, upcoming inspections, and open estimates.
- Assist with resolving administrative issues that could delay projects.
- Support daily administrative operations across all three divisions.
Requirements:
- Minimum 2 years of administrative or coordination experience required.
- Experience in HVAC, plumbing, electrical, construction, or home services strongly preferred.
- Experience with municipal permitting and inspection scheduling strongly preferred.
- ServiceTitan experience preferred but not required.
- Strong organizational and multitasking skills.
- Excellent written and verbal communication skills.
- Strong customer service and telephone skills.
- Proficiency in Microsoft Office, email, and business management software.
- Ability to manage multiple projects, deadlines, and priorities.
- Strong attention to detail and problem-solving skills.
- Ability to work independently and collaborate with multiple departments.
- Familiarity with Cape Cod municipalities and local permitting procedures is a plus.
- Knowledge of HVAC, plumbing, and electrical terminology is beneficial.
- Must be able to work full-time, in-office in Harwich Port, MA.
Compensation & Benefits
$25–$28 per hour, based on experience and qualifications.
We offer a competitive benefits package, including:
- Medical, dental, and vision insurance
- 401(k) with company matching
- Paid time off
- Life insurance
- Health savings account (HSA)
- Flexible spending account (FSA)
- Employee assistance program
- Professional development assistance
- Tuition reimbursement
- Training and opportunities for advancement
Join Our Team!
If you have strong administrative skills, experience coordinating permits and inspections, and enjoy supporting sales and installation teams, we encourage you to apply.
Join Harwich Port Heating & Cooling and become an important part of our growing HVAC, Plumbing, and Electrical team!