Commercial HVAC Service Estimator & Purchasing Agent

Job Description

Job Description

Primary Duties and Responsibilities

1. Estimating Responsibilities

Service and Repair Estimating

• Review service reports, technician recommendations and customer requests.
• Prepare detailed estimates for HVAC service repairs, system upgrades, equipment replacements, and retrofits.
• Perform material, labor, equipment, subcontractor, and miscellaneous cost takeoffs.
• Develop scopes of work and pricing proposals for customers.
• Analyze project specifications, drawings, equipment schedules, and technical requirements.
• Obtain competitive pricing from suppliers and subcontractors.
• Ensure estimates are completed accurately and submitted within required deadlines.
• Maintain estimating databases, labor rates, pricing structures, and historical cost records.
• Review completed projects to compare estimated versus actual costs.

Proposal Development

• Create professional customer proposals and quotations.
• Prepare bid packages, scope letters, exclusions, and assumptions.
• Coordinate proposal revisions and change order pricing.
• Assist management with contract reviews and bid negotiations.
• Support business development efforts through timely proposal generation.

2. Purchasing Responsibilities

Material Procurement

• Source HVAC equipment, parts, materials, controls, tools, and related supplies.
• Issue purchase orders for approved projects and service work.
• Verify pricing, availability, lead times, and delivery requirements.
• Coordinate procurement activities to support field schedules and project deadlines.
• Evaluate alternative products and value-engineering opportunities.
• Track orders from placement through delivery and receipt confirmation.
• Resolve shipping discrepancies, shortages, damaged goods, and invoice issues.

3. Vendor and Supplier Management

Supplier Relations

• Establish and maintain strong relationships with manufacturers, distributors, and preferred vendors.
• Solicit competitive pricing and negotiate favorable terms.
• Evaluate supplier performance regarding price, quality, service, and delivery.
• Maintain vendor qualification and approval records.
• Communicate regularly with suppliers regarding pricing updates, availability, and market conditions.

Cost Control

• Identify opportunities for cost savings through strategic purchasing practices.
• Negotiate pricing agreements, discounts, rebates, and volume purchasing programs.
• Analyze market trends affecting HVAC equipment and material costs.
• Recommend procurement strategies that improve company profitability.

4. Project and Service Coordination

Operational Support

• Coordinate with service managers, dispatchers, project managers, and technicians.
• Ensure materials and equipment are available for scheduled work.
• Track lead times and communicate procurement status updates.
• Assist in project scheduling by monitoring delivery dates.
• Support emergency service procurement requirements.
• Coordinate subcontractor pricing and procurement activities.

Documentation Management

• Maintain organized purchasing, estimating, and project files.
• Ensure all purchase orders, quotations, invoices, and vendor documents are properly documented.
• Update ERP, accounting, and service management software systems.
• Maintain electronic records of estimates, bids, vendor pricing, and procurement activities.

5. Financial Responsibilities

Budget and Cost Tracking

• Monitor project budgets and purchasing expenditures.
• Review vendor invoices for pricing accuracy.
• Verify materials purchased align with approved estimates.

6. Compliance and Quality Assurance

Standards and Compliance

• Ensure procurement activities comply with company policies and procedures.
• Verify purchased equipment meets project specifications and code requirements.
• Support warranty tracking and manufacturer documentation requirements.
• Assist with quality assurance reviews of estimates and purchasing activities.

Required Knowledge and Skills

Technical Knowledge

• Commercial HVAC systems, including:
• • Chillers
  • Boilers
  • RTUs (Rooftop Units)
  • VRF/VRV Systems
  • Split Systems
  • Heat Pumps
  • Building Automation Systems (BAS)
  • Controls Systems
  • Air Handling Units (AHUs)

Professional Skills

• Strong estimating and cost analysis abilities.
• Knowledge of HVAC equipment and materials procurement.
• Ability to read blueprints, specifications, and construction documents.
• Excellent negotiation and vendor management skills.
• Strong attention to detail and organizational ability.
• Effective written and verbal communication skills.
• Proficiency with Microsoft Office Suite, Excel, and HVAC estimating software.
• Experience with ERP, purchasing, inventory, and service management systems.

Key Performance Indicators (KPIs)

• Estimate accuracy and profitability.
• Bid turnaround time.
• Material cost savings achieved.
• Vendor performance and delivery reliability.
• Purchase order accuracy.
• Inventory control effectiveness.
• Project material availability.
• Customer proposal response time.
• Reduction of procurement delays and material shortages.

Reporting Structure

Reports To:

• Senior Service Coordinator
• Service Manager
• Operations Manager

Works Closely With:

• Service Technicians
• Project / Account Managers
• Dispatch Team
• Accounting Department
• Warehouse Personnel
• Vendors and Suppliers
• Customers and Facility Managers

Position Objective:
To maximize profitability and operational efficiency by delivering accurate HVAC service estimates, securing competitive material pricing, ensuring timely procurement of equipment and supplies, and supporting the successful execution of commercial HVAC service operations.

Minimum Requirements

• High School Diploma or GED required.
• Valid driver's license with an acceptable driving record.
• Minimum 3–5 years of experience in commercial HVAC service, estimating, purchasing, project coordination, or a related field.
• Proficiency in Microsoft Office Suite, particularly Excel, Outlook, and Word.
• Ability to read and interpret HVAC plans, specifications, technical manuals, and equipment submittals.

Professional Competencies

• Strong analytical and problem-solving skills.
• Cost estimating and financial analysis expertise.
• Vendor negotiation and relationship management.
• Effective communication and customer service skills.
• High attention to detail and organizational abilities.
• Ability to manage multiple estimates, purchase orders, and projects simultaneously.
• Commitment to ethical purchasing practices and company profitability.

Work Hours: 8:00 AM – 5:00 PM, Monday – Friday

Benefits package: Kaiser Medical Plan, Dental/Vision Plan, 401k Plan, 10 days PTO, 8 Paid Holidays, plus the day after Thanksgiving and employee's Birthday, company cell phone

Must perform and pass pre-employment drug screening and background check, including DMV driving record.

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance