Commercial Service Project Coordinator

The Commercial Service Project Coordinator plays a key role in the success of the Commercial Service Department by leading the coordination of estimating, material procurement, and execution for service jobs. This high-level role is responsible for preparing complex repair and replacement quotes, managing the procurement process, and ensuring service work is completed on time and within budget.

The ideal candidate is detail-oriented, deadline-driven, and capable of managing multiple service jobs simultaneously. They serve as a liaison between the field, vendors, warehouse, and leadership to deliver exceptional service and operational efficiency.

Job Responsibilities:

Estimating & Job Planning (Approx. 70%)

• Prepare repair and replacement estimates for HVAC, plumbing, and mechanical service jobs, including emergency and planned work.
• Review technician notes, photos, and site conditions to accurately scope jobs.
• Collaborate with account managers and service leaders to shape estimate strategy based on customer type, urgency, and contract terms.
• Ensure labor, materials, and subcontractor costs are properly factored into quotes to maintain margins.
• Monitor estimate pipeline, track quote approvals, and support sales follow-up.
• Contribute to standardizing pricing templates and markup structures.

Procurement & Job Coordination (Approx. 20%)

• Source and order materials, parts, and subcontracted services for approved service jobs.
• Verify material availability and coordinate deliveries to meet project timelines.
• Work with warehouse and field staff to ensure proper staging and readiness of job materials.
• Track vendor performance, delivery timing, and jobsite needs.
• Manage purchase orders, resolve discrepancies, and process returns or warranty claims.
• Maintain strong vendor relationships and negotiate pricing as needed.
• The most important part of this is that all information is attached to all quotes so that the rest of the team can jump in and support often hence the 20% part 

Process Improvement & Support (Approx. 10%)

• Support development of efficient quoting and purchasing workflows.
• Collaborate with leadership to refine processes that improve speed, accuracy, and cost control.
• Identify gaps in field documentation or technician quoting practices and recommend solutions.
• Assist in onboarding and training new staff in related roles.

Requirements

Required Skills & Qualifications:

• 5+ years of experience in commercial HVAC, plumbing, or mechanical service work, with a strong understanding of both estimating and purchasing.
• Proven ability to manage multiple service projects simultaneously.
• Familiarity with job costing, labor planning, and vendor coordination.
• Excellent communication and cross-functional collaboration skills.
• Proficiency in field service and estimating software platforms (e.g., ServiceTitan, FieldEdge, Procore).
• Strong Excel and documentation skills.
• Strong organizational and planning skills.
• Attention to detail, particularly in quoting and vendor communication.
• Financial awareness — understands how estimates and sourcing impact job profitability.
• Responsive, dependable, and solution-oriented.
• Able to navigate high-volume and fast-paced service environments.

Eligibility Requirements:

• Must work from the office in Stratford, CT.
• Employment/education verification required.
• Must be authorized to work in the U.S. full-time.
• Encon is a drug-free workplace requiring post-offer drug testing.

Encon Heating & AC complies with applicable Federal civil rights laws and does not discriminate on the basis of race, color, national origin, age, disability, or sex. Encon Heating & AC does not exclude people or treat them differently because of race, color, national origin, age, disability, or sex.

CT LIC # HTG-0386317-S1

Putnam NY LIC# 31097

Westchester NY LIC # WC-33774-H21

MEC # 1093

AA/EOE