HVAC/R Service Estimator

Job Description

Job Description

The HVAC/R Service Estimator plays a critical role in supporting the Service Department by managing service-related quoting, customer communication, warranty processing, permit tracking, and operational follow-through. This position serves as a key point of contact for commercial clients, ensuring timely communication, accurate pricing, and high-quality service delivery aligned with company standards.

The ideal candidate is detail-oriented, highly organized, customer-focused, and experienced in HVAC/R service operations, estimating, and coordination.

Qualifications:

• High School diploma or equivalent
• 3+ years of HVAC/R service experience, estimating, or service coordination preferred
• Strong understanding of commercial HVAC/R systems, parts, and service processes
• Experience preparing service quotes and reviewing technician findings
• Ability to interpret work orders, maintenance reports, and equipment recommendations
• Strong organizational and multitasking skills
• Excellent customer service and communication skills
• Experience with service software, client portals, and Microsoft Office
• Knowledge of warranty processes and permit applications
• Familiarity with billing, payroll support, and overtime tracking preferred
• Ability to manage escalated customer concerns professionally
• Self-motivated with strong follow-through and accountability
• Proficiency with service software (e.g., Jonas, XOI)

Duties & Responsibilities:

Customer Service & Client Relations

• Serve as a primary point of contact for commercial service clients
• Conduct follow-up and quality control calls using company script
• Perform routine client check-ins to maintain strong relationships
• Provide timely updates to clients regarding quote status and service progress
• Handle service follow-ups, warranty issues, and minor customer escalations
• Manage escalated invoice disputes and authorized to approve discounts up to $500 to resolve concerns
• Ensure service work aligns with company standards and customer expectations

Estimating & Quoting

• Generate all customer quotes resulting from technician findings, service calls, and maintenance inspections
• Review work orders for additional quoting opportunities
• Prepare service quotes by:
• • Confirming parts pricing and availability
  • Assigning purchase orders
  • Producing and delivering quotes to customers
  • Monitoring quote status and performing follow-ups
  • Ordering parts upon approval
  • Closing expired or rejected quotes
  • Passing approved quotes to the Dispatcher for scheduling
• Prepare and send preventive maintenance (PM) follow-up reports including:
• • Work order summaries
  • Equipment status and condition ratings
  • Recommendations and associated quotes
• Generate all maintenance-related quotes identified during PM inspections (gaskets, motors, hinges, etc.)

Operations & Administrative Support

• Update customer portals as required
• Stage materials and check in parts
• Order service and repair parts
• Return unused parts for vendor credits
• Support inventory control, tool tracking, and vendor coordination for repair parts and rentals
• Track and apply for permits as required
• Assist with technician training records, safety logs, certifications, and compliance documentation
• Assist with daily and weekly reporting on service activity, open jobs, aging work orders, and KPIs
• Review work orders for documentation accuracy and completeness

Warranty Management

• Process warranty claims with manufacturers
• Apply for warranties and track claim status
• Return warranty parts
• Submit required invoices and documentation
• Ensure proper credit processing and recordkeeping

Billing & Financial Oversight

• Assist with invoicing review and billing accuracy
• Monitor overtime for both billing accuracy and payroll reporting
• Provide invoicing assistance and documentation support

After-Hours Oversight

• Oversee OT service calls after hours on a rotating schedule (every other week)
• Triage emergency calls and coordinate technician response as needed

Client Onboarding

• Support onboarding of new commercial clients
• Ensure proper setup in internal systems and client portals
• Establish communication expectations and service protocols

Physical Demands:

• Regularly required to stand, walk, sit, use hands, reach with hands and arms, speak, and listen

• Occasionally required to climb or balance, stoop, kneel, crouch, or crawl

• Occasionally lift and/or move heavy items

• Have vision abilities to include close vision, distance vision, peripheral vision, depth

perception and ability to adjust focus

• Must have functional vision, hearing, and speech sufficient to conduct business face-to-face

and over the phone

We are a mechanical contractor that works exclusively with commercial clients. We are rapidly expanding and maintain high standards for our managers, technicians and our office staff. We have multiple employee events every year along with great benefits, training programs and employee rewards.

Company Description

We are a mechanical contractor that works exclusively with commercial clients. We are rapidly expanding and maintain high standards for our managers, technicians and our office staff. We have multiple employee events every year along with great benefits, training programs and employee rewards.