Service Proposal Coordinator - HVAC

Job Description

Job Description

Service Proposal Coordinator (SPC)

Tacoma, WA

Description

JOB DESCRIPTION

Position Title

Service Proposal Coordinator (SPC)

Department

Service Operations

Reports To

Sales Manager

Position Summary

The Service Proposal Coordinator (SPC) is responsible for coordinating the development of professional repair and equipment replacement proposals within the Commercial HVAC Service Department. This position serves as the primary coordinator between service technicians, vendors, customers, and internal departments to ensure every proposal is accurate, complete, professionally presented, and delivered in a timely manner.

The Service Proposal Coordinator (SPC) owns the proposal development process from technician recommendation through final management review. Working closely with the Sales Manager, Service Technicians, Vendors, and the Service Operations Team, the SPC researches opportunities, develops professional repair and replacement proposals, and helps deliver solutions that serve the best interests of both the customer and MCS.

Working closely with senior leadership & sales, the SPC will develop an understanding of commercial HVAC equipment, repair strategies, and replacement planning while becoming increasingly independent in developing customer solutions.

Essential Duties and Responsibilities

Proposal Development & Solution Coordination

•Review technician findings and recommendations.

•Coordinate the development of repair and equipment replacement proposals.

•Research equipment history, age, warranty status, and previous service recommendations.

•Gather additional information necessary to support proposal development.

•Coordinate with leadership on complex repair or replacement opportunities.

•Track proposal approvals and customer decisions.

•Coordinate approved work with the Service Operations Team.

Equipment & Vendor Coordination

•Obtain equipment, material, and subcontractor pricing.

•Request equipment submittals, lead times, and product availability.

•Coordinate with manufacturers and vendors to ensure proposal accuracy.

•Research alternate equipment options when appropriate.

•Maintain vendor communication throughout proposal development.

Proposal Documentation

•Prepare professional estimates and proposals within BuildOps.

•Assemble proposal documentation, supporting information, and attachments.

•Verify equipment information, pricing, labor, taxes, warranties, and scope of work.

•Maintain proposal records and supporting documentation.

•Ensure proposals meet MCS quality standards prior to final management review.

Customer & Internal Communication

•Coordinate with technicians to clarify findings and recommendations.

•Communicate with vendors regarding pricing, lead times, and technical information.

•Support customers by providing timely updates regarding proposal development.

•Work closely with Service Operations, Sales, and Project Management throughout the proposal process.

Proposal Quality & Process Improvement

•Maintain proposal turnaround goals.

•Review proposal accuracy prior to submission.

•Recommend improvements to proposal templates and workflows.

•Assist with implementation of BuildOps processes and operating procedures.

•Identify opportunities to improve proposal quality, efficiency, and consistency.

Supervisory Responsibilities

This position does not directly supervise employees; however, it is responsible for coordinating proposal development activities between service technicians, vendors, and internal departments.

Performance Expectations

Success in this position is measured by:

•Proposal turnaround time.

•Proposal accuracy and completeness.

•Proposal quality.

•Vendor coordination effectiveness.

•Customer satisfaction.

•Internal customer satisfaction.

•BuildOps data accuracy.

•Reduction in proposal revisions.

•Repair and replacement proposal conversion.

•Overall contribution to service sales growth.

Work Environment

This position is primarily office-based and requires frequent interaction with service technicians, customers, vendors, manufacturers, project managers, and company leadership.

Acknowledgement

This job description is intended to describe the general nature and level of work performed by employees assigned to this position. Duties and responsibilities may be modified as business needs require.

Requirements

Required Qualifications

•Commercial HVAC experience is preferred but not required.

•Candidates with experience in service coordination, project coordination, purchasing, estimating support, construction administration, or another service-based industry are encouraged to apply.

•Strong organizational and time management skills.

•Exceptional written and verbal communication abilities.

•Ability to manage multiple priorities in a fast-paced environment.

•Excellent attention to detail.

•Strong computer proficiency, including Microsoft Office applications.

•Demonstrated ability to learn technical concepts quickly.

•Experience in using service management software platforms is preferred.

Preferred Qualifications

Commercial HVAC industry experience.

•Experience with BuildOps or similar field service software.

•Experience with estimating, proposal development, purchasing, or project coordination.

•Knowledge of commercial HVAC equipment and service operations.

•Experience coordinating vendor pricing and equipment procurement.

Core Competencies

•Ownership & Accountability

•Customer Service Excellence

•Communication

•Critical Thinking

•Problem Solving

•Organization & Planning

•Attention to Detail

•Continuous Improvement

•Teamwork & Collaboration

•Adaptability

Physical Requirements

•Ability to sit for extended periods while working at a computer.

•Ability to communicate effectively by phone, email, and in person.

•Ability to occasionally lift up to 25 pounds.

•Ability to navigate office and warehouse environments as needed.