HVAC Service Estimator and Parts Administrator

HVAC Service Estimator & Parts Administrator

Here at Sagamore, we provide career opportunities to master your craft, earn competitive wages and make a real difference in the lives of our customers and our community. We are looking for employees who take pride in their work and see it as both an art and trade. You will work in an environment where your hard work is rewarded, recognized and appreciated. Your daily contributions will have a direct effect on the success of the company and your future. If you want to be part of something bigger than just a job make this career move and apply today!

The HVAC Service Estimator & Parts Administrator is responsible for estimating HVAC and plumbing service projects as well as researching, ordering, expediting, and tracking HVAC service parts while ensuring accurate and timely invoicing for the HVAC Service Department. This role is critical to minimizing technician downtime, maintaining service efficiency, and ensuring prompt and correct billing to customers.

The ideal candidate is highly organized, detail-oriented, and comfortable working with vendors, technicians, and customers in a fast-paced service environment.

Key Responsibilities

Estimating, Parts Research, Ordering & Tracking

• Review technician work order notes for repairs
• Gather information and communicate with technicians to provide professional scope of work and quotes for customers.
• Prepare spot quotes and small job estimates for customers.
• Experience in pricing labor, materials and subcontractor work.
• Research HVAC replacement parts using model/serial numbers, OEM documentation, and supplier resources
• Order parts from manufacturers and distributors to meet service timelines and cost targets
• Track all parts orders from purchase through delivery and installation
• Expedite backordered or critical parts as needed
• Monitor open PO's, back orders and delivery exceptions; proactively resolve issues to prevent schedule impact
• Communicate part status updates to service technicians, dispatch, and service management
• Maintain accurate parts records, including costs, lead times, and warranty status
• Coordinate returns, credits, and warranty claims with vendors

Service Billing & Invoicing Support

• Prepare, review, and process service invoices accurately and promptly
• Verify labor, materials, and parts charges match service tickets and work orders
• Ensure proper markup, pricing, and tax application per company policy
• Resolve billing discrepancies with technicians, service managers, or customers
• Submit invoices according to customer billing requirements and timelines
• Assist with follow-up on missing documentation or approvals required for billing

Administrative & System Support

• Enter and maintain service data in the service management/ERP system
• Support service managers with reporting on parts usage, costs, and billing status
• Assist with process improvements to reduce billing delays and part shortages
• Assist with the implementation and optimization of procurement systems and tools

Customer & Vendor Communication

• Act as a point of contact for vendors regarding parts availability and pricing
• Communicate professionally with customers regarding invoice questions when needed
• Maintain strong working relationships with suppliers to ensure reliable service support

Required Qualifications

• High school diploma or equivalent
• 3+ years of experience in HVAC service administration, parts coordination, or billing (commercial HVAC preferred)
• Strong understanding of HVAC equipment, components, and terminology
• Experience with service management or accounting software
• Excellent organizational and time-management skills
• High attention to detail and accuracy
• Strong written and verbal communication skills

Preferred Qualifications

• Experience with commercial HVAC service operations
• Familiarity with OEM HVAC parts and supply houses
• Experience with Sage / Field service Ops or similar ERP systems
• Basic understanding of service contracts and warranty billing
• Proficient in Excel, Word and other Microsoft tools.

Skills & Competencies

• Parts research and problem-solving
• Multitasking in a fast-paced service environment
• Cost awareness and inventory control
• Customer service mindset
• Strong follow-through and accountability

Work Environment and Physical Demands

• Office-based with frequent interaction with service technicians and vendors
• Standard business hours with occasional overtime during peak service seasons
• Occasional lifting and/or moving up to 50 lbs.

Benefits & Perks:

• Medical, Dental and Vision Insurance
• Flexible Spending Account
• 401k with Company Match
• Profit Sharing Program
• Long-Term Disability Insurance
• Company Paid Life Insurance
• Holiday Pay