Proposal Coordinator - HVAC Service Estimator

Position Overview

The HVAC Service Estimator plays a crucial role in generating precise repair and replacement cost projections for both commercial and residential HVAC projects. Collaborating closely with field technicians, service coordinators, vendors, and customers, this role involves analyzing service reports, developing pricing strategies, preparing detailed proposals, and facilitating the seamless transition of approved work to operational teams.

Key Responsibilities

• Analyze technician reports, service notes, and site photographs to determine the scope of each project.
• Create accurate estimates for HVAC repairs, replacements, and retrofit jobs.
• Calculate required materials, labor, and equipment quantities.
• Solicit pricing and quotations from vendors and subcontractors.
• Prepare and deliver customer proposals within designated company deadlines.
• Monitor proposal progress, follow up on pending estimates, and maintain organized estimating records.
• Assemble job handoff packages for projects that have been approved.
• Coordinate with service coordinators and operational staff to ensure smooth project handover.
• Maintain communication with customers concerning estimate status and project scope.
• Issue purchase orders and manage procurement of materials as necessary.
• Track equipment lead times and availability of materials.
• Keep estimating data current within company software platforms.
• Support efforts to identify potential cost savings and enhance processes.
• Perform other job-related tasks as assigned.

Qualifications

• 2 to 5 years of experience in HVAC estimating, service coordination, or related service fields.
• Understanding of commercial and residential HVAC systems, components, and repair procedures.
• Ability to interpret technician reports and project documentation accurately.
• Skill in preparing labor and material cost estimates.
• Proficiency in Microsoft Office 365 applications, especially Excel.
• Experience with estimating software, CRM platforms, or comparable business applications.
• Strong organizational capabilities and effective time management.
• Excellent written and verbal communication skills.
• Capacity to juggle multiple projects and adhere to deadlines.

Preferred Experience

• Background in commercial HVAC service environments.
• Familiarity with COINS software or similar ERP systems.
• Experience managing vendors and subcontractors.

Physical Demands

• Ability to remain seated for extended durations working at a computer.
• Occasional lifting of items up to 25 pounds.
• Effective communication via telephone and email.
• Travel to job sites on occasion may be necessary.

Benefits

• Competitive salary package.
• Health, dental, and vision insurance coverage.
• Paid time off and paid holidays.
• Retirement plan options, if available.
• Opportunities for professional growth and development.

Work Authorization

Applicants must be legally authorized to work in the United States without requiring visa sponsorship now or in the future. The employer cannot provide visa sponsorship or take over existing visa sponsorships.

Equal Opportunity Employer

The employer is committed to providing equal employment opportunities to all qualified individuals regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or other legally protected categories.