Building Services Estimator & Proposal Coordinator

Key Responsibilities

• 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.
• 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.
• Create sold-job packages and transition approved work smoothly to the Service Coordinators and field operations teams.
• 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.