HVAC/R Service Estimator

The HVAC/R Service Estimator plays a critical role in supporting the Service Department by managing service-related quoting, customer communication, warranty processing, permit tracking, and operational follow-through. This position serves as a key point of contact for commercial clients, ensuring timely communication, accurate pricing, and high-quality service delivery aligned with company standards.The ideal candidate is detail-oriented, highly organized, customer-focused, and experienced in HVAC/R service operations, estimating, and coordination.Qualifications:High School diploma or equivalent3 years of HVAC/R service experience, estimating, or service coordination preferredStrong understanding of commercial HVAC/R systems, parts, and service processesExperience preparing service quotes and reviewing technician findingsAbility to interpret work orders, maintenance reports, and equipment recommendationsStrong organizational and multitasking skillsExcellent customer service and communication skillsExperience with service software, client portals, and Microsoft OfficeKnowledge of warranty processes and permit applicationsFamiliarity with billing, payroll support, and overtime tracking preferredAbility to manage escalated customer concerns professionallySelf-motivated with strong follow-through and accountabilityProficiency with service software (e.g., Jonas, XOI)Duties & Responsibilities:Customer Service & Client RelationsServe as a primary point of contact for commercial service clientsConduct follow-up and quality control calls using company scriptPerform routine client check-ins to maintain strong relationshipsProvide timely updates to clients regarding quote status and service progressHandle service follow-ups, warranty issues, and minor customer escalationsManage escalated invoice disputes and authorized to approve discounts up to $500 to resolve concernsEnsure service work aligns with company standards and customer expectationsEstimating & QuotingGenerate all customer quotes resulting from technician findings, service calls, and maintenance inspectionsReview work orders for additional quoting opportunitiesPrepare service quotes by:Confirming parts pricing and availabilityAssigning purchase ordersProducing and delivering quotes to customersMonitoring quote status and performing follow-upsOrdering parts upon approvalClosing expired or rejected quotesPassing approved quotes to the Dispatcher for schedulingPrepare and send preventive maintenance (PM) follow-up reports including:Work order summariesEquipment status and condition ratingsRecommendations and associated quotesGenerate all maintenance-related quotes identified during PM inspections (gaskets, motors, hinges, etc.)Operations & Administrative SupportUpdate customer portals as requiredStage materials and check in partsOrder service and repair partsReturn unused parts for vendor creditsSupport inventory control, tool tracking, and vendor coordination for repair parts and rentalsTrack and apply for permits as requiredAssist with technician training records, safety logs, certifications, and compliance documentationAssist with daily and weekly reporting on service activity, open jobs, aging work orders, and KPIsReview work orders for documentation accuracy and completenessWarranty ManagementProcess warranty claims with manufacturersApply for warranties and track claim statusReturn warranty partsSubmit required invoices and documentationEnsure proper credit processing and recordkeepingBilling & Financial OversightAssist with invoicing review and billing accuracyMonitor overtime for both billing accuracy and payroll reportingProvide invoicing assistance and documentation supportAfter-Hours OversightOversee OT service calls after hours on a rotating schedule (every other week)Triage emergency calls and coordinate technician response as neededClient OnboardingSupport onboarding of new commercial clientsEnsure proper setup in internal systems and client portalsEstablish communication expectations and service protocolsPhysical Demands:• Regularly required to stand, walk, sit, use hands, reach with hands and arms, speak, and listen• Occasionally required to climb or balance, stoop, kneel, crouch, or crawl• Occasionally lift and/or move heavy items• Have vision abilities to include close vision, distance vision, peripheral vision, depthperception and ability to adjust focus• Must have functional vision, hearing, and speech sufficient to conduct business face-to-faceand over the phone

Salary : $70,000 - $90,000