Proposal Coordinator – HVAC Service Estimator

About the role

The Proposal Coordinator (HVAC Service Estimator) prepares accurate repair and replacement estimates for commercial and residential HVAC projects. Working closely with technicians, service coordinators, vendors, and customers, the role ensures proposals are delivered on time and transitions to operations run smoothly.

Key responsibilities

• Review technician reports, service notes, and site photos to define project scope.
• Prepare material, labor, and equipment take‑offs and develop detailed cost estimates.
• Obtain pricing from vendors and subcontractors and incorporate quotations into proposals.
• Submit customer proposals within company timelines and track their status.
• Create handoff packages for approved projects and coordinate with operations for seamless transitions.
• Communicate estimate status and scope of work to customers.
• Issue purchase orders, coordinate material procurement, and monitor lead times.
• Maintain accurate estimating data in the company’s software systems.

Required profile

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

Required skills

• Microsoft Office 365 (including Excel)
• Estimating software
• CRM systems
• COINS ERP (or similar) – preferred

What we offer

• Competitive compensation
• Health, dental, and vision insurance
• Paid time off and holidays
• Retirement plan (if applicable)
• Professional development opportunities