Building Services Estimator & Proposal Coordinator

We are seeking a highly organized and commercially driven HVAC Service Estimator & Proposal Coordinator to support our growing service and maintenance department. In this role, you will act as the crucial link between our field technicians, sales team, and clients. You will be responsible for reviewing field reports, sourcing vendor pricing, estimating costs, and drafting professional proposals to ensure accurate and profitable project execution

Key Responsibilities

• Estimate Development: Review diagnostic reports, service notes, and site photos from field technicians to determine the scope of work for repairs, replacements, and retrofits.
• Pricing & Take-offs: Calculate accurate material, parts, and labor costs. Solicit and evaluate competitive quotations from vendors and subcontractors.
• Proposal Coordination: Draft, format, and submit timely, professional repair quotes and proposals to clients. (within 24 to 48 hours timeline) Track follow-ups, LOIs, and pending approvals.
• Job Handoffs: Create sold-job packages and transition approved work smoothly to the Service Coordinators and field operations teams.
• Vendor & Parts Management: Work with the procurement or parts department to confirm equipment lead times, issue purchase orders, and track material status.
• Customer Communication: Act as a primary point of contact with clients, answering questions regarding proposals and keeping all parties informed of estimate statuses.
• Process Tracking: Manage estimating logs, update company COINS software, and assist in identifying areas for cost savings and process improvements.

Qualifications & Skills

• Experience: Minimum 2-5 years of experience in commercial or residential HVAC estimating, service coordinating, or field service.
• Technical Knowledge: Strong understanding of HVAC systems, parts, and general repair/installation practices.
• Software Proficiency: Experience with HVAC estimating software, MS Office 365 (especially Excel), and CRM platforms.
• Communication Skills: Excellent written and verbal communication skills; ability to write clear scopes of work and speak confidently with clients and technicians.
• Time Management: Exceptional organizational skills with the ability to manage multiple quotes, meet strict deadlines, and prioritize competing tasks

Compensation & Benefits

• Pay Structure: Hourly
• Paid Time Off (PTO), Sick time and paid holidays
• Scheduled Hybrid - upon probationary period
• Company-provided laptop, cellphone
• Health insurance and 401(k) and more