HVAC Service Coordinator/Estimator

Job Description

Job Description

SERVICE PROJECT COORDINATOR / ESTIMATOR

Pay-$25-$28 per hour BOE

The Opportunity

Kodiak is seeking a Service Project Coordinator / Estimator to support a commercial mechanical service team in the Nashville area. This position develops accurate, timely estimates and coordinates approved HVAC and plumbing service projects from the initial customer request through completion.

You will serve as a central connection between customers, service technicians, account managers, field operations, dispatch, vendors, subcontractors, purchasing, and accounting. The ideal candidate understands commercial mechanical systems and can turn field findings into clear scopes, competitive proposals, organized work packages, and well-managed projects.

What You Will Do

•     Review customer requests, technician recommendations, service reports, photographs, drawings, specifications, equipment data, and site conditions.

•     Conduct jobsite visits, field measurements, and pre-bid walkthroughs when needed to confirm existing conditions and project requirements.

•     Prepare estimates for commercial HVAC, plumbing, controls, equipment replacement, retrofit, renovation, and related service projects.

•     Calculate labor, material, equipment, subcontractor, rental, permit, freight, tax, disposal, and other project-specific costs.

•     Complete material and equipment takeoffs and obtain pricing, availability, lead times, and scope coverage from vendors and subcontractors.

•     Identify scope gaps, access restrictions, shutdown requirements, long-lead items, and other cost or schedule risks.

•     Prepare clear proposals defining the scope of work, price, assumptions, exclusions, alternates, schedule expectations, and proposal validity.

•     Maintain an organized log of open estimates, customer approvals, revisions, and follow-up activities.

Project Coordination

•     Create complete sold-job packages and transition approved work from estimating into field operations.

•     Establish project files, budgets, cost codes, purchase requirements, schedules, and internal job information.

•     Provide field personnel with the approved scope, drawings, equipment information, customer requirements, safety considerations, and material lists.

•     Coordinate equipment and material releases, purchase orders, subcontractors, permits, rentals, submittals, and delivery schedules.

•     Coordinate project schedules with customers, dispatch, technicians, supervisors, vendors, and subcontractors.

•     Track labor, materials, commitments, and overall project cost performance; communicate potential budget or margin concerns promptly.

•     Prepare and track RFIs, scope clarifications, change orders, and additional-work authorizations.

•     Support invoicing and closeout by confirming completed work, approved changes, billable amounts, punch-list items, warranties, and required documentation.

Customer, Team, Safety & Quality

•     Serve as a responsive point of contact and communicate proposal status, lead times, schedules, scope changes, and project progress.

•     Work closely with technicians so field findings and recommendations are represented accurately in customer proposals.

•     Partner with accounting and administrative teams on project setup, purchasing, job-cost reporting, billing, and closeout.

•     Participate in estimate reviews, project handoffs, scheduling meetings, and job-cost reviews.

•     Include required safety measures, access provisions, permits, lifts, rigging, and related costs in estimates.

•     Help field teams understand site-specific hazards and customer safety requirements before work begins.

•     Maintain complete, accurate project documentation and protect confidential customer, pricing, and company information.

Required Qualifications

•     Two or more years of experience in commercial HVAC, plumbing, mechanical service, construction estimating, project coordination, or a closely related field.

•     Working knowledge of commercial HVAC and/or plumbing equipment, components, service practices, and installation requirements.

•     Ability to read service reports, equipment schedules, construction drawings, specifications, submittals, and technical documents.

•     Ability to develop labor, material, equipment, and subcontractor estimates.

•     Understanding of scopes of work, purchase orders, submittals, RFIs, change orders, job costing, and project closeout.

•     Strong mathematical and analytical skills, including cost, markup, margin, and profitability.

•     Proficiency with Microsoft Outlook, Word, and Excel; comfort working with electronic drawings, PDFs, photographs, and digital project records.

•     Strong written and verbal communication, organization, prioritization, and attention to detail.

•     Ability to manage multiple estimates and active projects in a deadline-driven service environment.

•     Valid driver's license and ability to travel to local customer and project locations.

Preferred Qualifications

•     Three to five years of commercial mechanical service estimating or project-coordination experience.

•     Experience with an HVAC, plumbing, controls, or mechanical contractor.

•     Field experience as an HVAC technician, plumber, pipefitter, installer, foreman, or service professional.

•     Associate or bachelor's degree in construction management, mechanical engineering technology, business, or a related field.

•     Experience with Bluebeam or similar takeoff software and with estimating, service-management, CRM, job-cost, or ERP platforms.

•     Experience estimating equipment replacements, retrofits, renovations, controls projects, or occupied-facility work.

•     Familiarity with boilers, chillers, rooftop units, split systems, pumps, piping, plumbing systems, building controls, permitting, and applicable codes.

•     OSHA 10-hour or OSHA 30-hour training.

Work Environment

This position is primarily office-based with regular interaction with field personnel and periodic visits to active commercial jobsites, mechanical rooms, rooftops, and equipment areas. The employee must be able to use stairs, navigate uneven or partially completed work areas, wear required personal protective equipment, and work around mechanical equipment, construction activity, noise, dust, weather, and temperature changes. Occasional schedule adjustments may be needed for shutdowns, site visits, proposal deadlines, or time-sensitive projects.

Equal Opportunity Employer:  Kodiak makes employment decisions without regard to legally protected characteristics. Reasonable accommodations are available to qualified individuals with disabilities in accordance with applicable law.