HVAC Service Parts & Quoting Coordinator

Position Summary

SS Service Corp is seeking a highly organized, detail-oriented HVAC Service Parts & Quoting Coordinator to support our commercial HVAC and refrigeration service department.

This position is responsible for reviewing technician service reports, identifying required repair parts, obtaining vendor pricing, and preparing accurate, timely customer repair quotes and upload quotes to respective portals. The ideal candidate would have knowledge of HVAC and refrigeration equipment but can also be trained, strong communication skills, and the ability to manage multiple quotes while meeting deadlines.

The primary goal of this position is to ensure repair recommendations are quoted promptly, parts are accurately identified, and approved work moves efficiently through the service process.

Key Responsibilities

Service Quotes & Estimates

• Review technician service reports, recommendations, photos, and equipment information to determine repair requirements.
• Identify parts, materials, labor requirements, and other costs necessary to complete repairs.
• Prepare accurate customer quotes for HVAC and refrigeration repairs.
• Upload quotes to respective customer portals.
• Work with technicians to clarify repair recommendations or missing information.
• Prioritize urgent repairs and time-sensitive customer requests.
• Maintain organized records of pending, submitted, approved, and declined quotes.

Parts Research & Vendor Coordination

• Contact suppliers for pricing, availability, lead times, and alternative parts.
• Develop and maintain strong relationships with vendors and suppliers.
• Communicate potential delays, discontinued parts, or equipment replacement recommendations.

Quote Follow-Up & Customer Communication

• Submit completed repair quotes to customers in a timely and professional manner.
• Follow up on outstanding quotes to obtain customer decisions.
• Respond to customer questions regarding repair scope, pricing, and availability.
• Communicate approvals to dispatch and service management so repairs can be scheduled.
• Provide updates on parts availability and expected repair timelines.
• Coordinate with internal departments to ensure approved repairs move forward without unnecessary delays.

Administrative & Operational Support

• Maintain accurate quote records within company software.
• Track outstanding quotes and provide status updates to management.
• Assist with purchase orders and parts ordering as assigned.
• Ensure supporting documentation, pricing, and vendor information are properly recorded.
• Identify opportunities to improve quote turnaround times and internal processes.
• Work closely with dispatch, service technicians, and management to resolve quoting issues.

Qualifications

Required

• Strong organizational skills and attention to detail.
• Ability to manage multiple quotes and priorities in a fast-paced service environment.
• Strong written and verbal communication skills.
• Proficiency with computers, email, and business software.
• Strong follow-through and problem-solving skills.
• Ability to work independently while coordinating with multiple departments.

Preferred

• Experience in commercial HVAC, refrigeration, mechanical contracting, or a related service industry.
• Familiarity with HVAC and refrigeration equipment, components, and terminology.
• Experience with parts sourcing, purchasing, service quoting, or estimating.
• Ability to interpret equipment model numbers, serial numbers, and parts diagrams.
• Experience working with HVAC supply houses and equipment manufacturers.

Performance Expectations

Success in this position will be measured by:

• Quote Turnaround: Preparing and submitting quotes within established timelines.
• Accuracy: Minimizing errors in parts identification, pricing, and repair scope.
• Follow-Up: Consistently tracking outstanding quotes and customer approvals.
• Organization: Maintaining complete and accurate records.
• Communication: Keeping technicians, dispatch, management, and customers informed.
• Efficiency: Helping reduce delays between service diagnosis, quote approval, parts ordering, and repair scheduling.

Ideal Candidate

The ideal candidate is proactive, resourceful, and comfortable working in a busy service environment. This individual understands the importance of urgency, accuracy, and follow-through and takes ownership of the quoting process from initial technician recommendation through customer approval.

The successful candidate will help improve department efficiency, customer satisfaction, and overall service revenue.

Pay: From $52,000.00 per year

Benefits:

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

Work Location: In person

Salary : $52,000