Proposal Coordinator – HVAC Service Estimator

About the role

We are looking for a Proposal Coordinator who will act as the HVAC Service Estimator, preparing accurate repair and replacement estimates for commercial and residential projects. The role works closely with technicians, service coordinators, vendors and customers to develop pricing, create proposals and ensure smooth hand‑off to operations.

Key responsibilities

• Review technician reports, service notes and site photos to define project scope.
• Prepare material, labor and equipment take‑offs and develop cost estimates for repairs, replacements and retrofits.
• Obtain quotations from vendors and subcontractors and submit customer proposals within company timelines.
• Track proposal status, follow up on pending estimates and maintain accurate estimating records.
• Create job hand‑off packages and coordinate with service coordinators and operations for project transitions.
• Communicate estimate status and scope of work to customers, issue purchase orders and monitor material availability.

Required profile

• 2‑5 years of experience in HVAC estimating or related field service.
• Strong knowledge of commercial and/or residential HVAC equipment and repair practices.
• Ability to read technician reports and project documentation.
• Excellent organizational, time‑management and communication skills.

Required skills

• Microsoft Office 365, especially Excel.
• Experience with estimating software and CRM systems.
• Familiarity with COINS or similar ERP systems (preferred).

What we offer

• Competitive compensation.
• Health, dental and vision insurance.
• Paid time off and holidays.
• Retirement plan and professional development opportunities.