HVAC Purchasing Agent

Gault Family Companies, voted a Top Workplace in Fairfield County, is seeking an HVAC Purchasing Agent to join its team of experienced team members to provide our customers with personal and professional service.

At Gault Family Companies our team members have a sense of pride as well as a deep commitment to carrying out our Passion and Vision every day and living our Core Values in and out of the workplace. Our family-run company has been servicing communities in Fairfield County and is headquartered in Westport, CT for over 160 years.

The HVAC Purchasing Agent plays a critical role in ensuring seamless execution of HVAC installations and upgrades by procuring necessary equipment, selecting appropriate field teams, and coordinating logistics across internal departments and external vendors. This position acts as a central hub between warehouse operations, supply chain partners, delivery teams, and customers to ensure every installation is delivered on time, within budget, and to the company’s standards of excellence.

JOB SUMMARY:

Procurement & Equipment Management

  • Order all HVAC equipment and components required for installations, ensuring accuracy and timeliness.

  • Manage relationships with supply houses and vendors to secure the best pricing, availability, and lead times.

  • Ensure delivery of all necessary and supplementary parts to the warehouse or job site in coordination with project timelines.

Team & Vendor Coordination

  • Assign the appropriate HVAC team based on the scope of the project and technician skill sets.

  • Coordinate with external partners, including riggers, electricians, and the propane team, to schedule required services.

  • Collaborate with internal delivery managers during oil tank replacements to ensure proper delivery logistics.

Logistics & Communication

  • Interface with customers before, during, and after installation to confirm schedules, address concerns, and provide clear updates.

  • Serve as a liaison between the field team and customer to ensure smooth execution and professional follow-through.

  • Communicate scheduling changes or material delays with all affected parties in a timely and solution-oriented manner.

RESPONSIBILITIES:

  • Minimum 3 years of experience in HVAC purchasing, logistics, or operations coordination

  • Strong knowledge of HVAC systems, components, and installation processes

  • Excellent organizational and multi-tasking skills in a fast-paced environment

  • Ability to evaluate technician skill sets and assign work accordingly

  • Familiarity with working with riggers, electricians, propane vendors, and municipal permitting processes

  • Strong interpersonal and communication skills—customer-facing experience a plus

    PHYSICAL REQUIREMENTS: While performing the duties of this job, the employee is frequently required to work from a stationary position, sit, stand, walk, use hands to finger, handle or feel, and reach with hands and arms.  The employee is regularly required to talk or hear.

REQUIRED EDUCATION & EXPERIENCE:

  • Problem-solving and initiative

  • Attention to detail and follow-through

  • Team and vendor coordination

  • Computer Proficient

  • Time management and adaptability

  • Technical understanding of HVAC systems and installation requirements

  • Good communication skills, including written, oral, and presentation

  • Good interpersonal skills, professional, and reliable

  • Ability to meet deadlines and exercise good judgment and problem-solving

  • Maintain customer satisfaction by being responsive and working well with all departments

  • Exercise good judgment and problem-solving skills

  • Knowledge of Excel & Word

  • Exemplify company's core values of Integrity, Teamwork, Caring, and Ownership

  • Have a passion for ‘Enhancing the Customer Experience’

  • Excellent customer service skills

  • A desire to learn new technologies and systems, and a willingness to participate in continuing education

  • Maintain and promote a safe working environment

COMPETENCIES:

  • Passionate about building positive working relationships with team members and customers

  • Live our company's core values of: Caring, Teamwork, Integrity, and Ownership

  • Provide a superior level of customer service to all our existing and potential customers

EXPECTATIONS:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

OTHER DUTIES:

  • Paid holiday, vacation, sick and personal days

  • Medical, dental, and vision insurance

  • Company-paid life insurance

  • 401K retirement plan with company match

  • Gym and health club reimbursement program

  • Team member wellness and safety programs

  • Gault Swag

  • Supplied apparel and branded goods

BENEFITS:

100% office work.  This job operates in a professional office environment.  This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. 

WORKING ENVIRONMENT:

  • Full-Time

  • Location: Westport Office

JOB TYPE: