What are the responsibilities and job description for the SERVICE DEPARTMENT INSIDE SALES position at Vermont Mechanical?
The Inside Sales / Estimator supports the Service Sales team and Service Coordinators by preparing accurate, timely, and professional proposals for maintenance, repair, and equipment replacement work. Working closely with Outside Sales Account Managers & Service Coordinators, this role develops pricing, coordinates vendor quotations, and assembles proposal documents that reflect Vermont Mechanical’s quality standards and customer-focused approach. The ideal candidate is detail-oriented, organized, and thrives in a fast-paced environment where accuracy and responsiveness are key. This position bridges the gap between sales and operations — helping to translate customer needs into clearly defined scopes of work with competitive, profitable proposals.
Why Join Us:
Our Service Team provides a supportive & team-oriented environment, achieved by in-house technical support, mentorship and cross-department collaboration with professionals in engineering, piping and sheet metal departments.
We care deeply about positive outcomes for our customers and conduct ourselves with honesty, attention to detail, and a commitment to continuous improvement.
Essential Job Duties:
- Collaborate with Outside Sales Account Managers to review customer needs, project scopes, and site conditions.
- Collaborate with Service Coordinators to address repair quote needs that arise from service calls.
- Obtain equipment, parts, and subcontractor pricing from vendors and suppliers to support estimates.
- Prepare detailed cost estimates, proposals, and scope-of-work documents for maintenance, repair, replacement, and small project opportunities.
- Ensure proposals are accurate, complete, and aligned with both customer requirements and company standards.
- Coordinate internally with Service Coordinators, Technicians, and Department Management to confirm labor hours, scheduling considerations, and resource availability.
- Maintain up-to-date pricing libraries, vendor contact lists, and historical project data for use in estimating.
- Track proposal status and assist with revisions or updates as needed during the negotiation phase.
- Provide prompt, professional support to the Outside Sales team to ensure timely delivery of proposals and follow-up materials.
- Enter and manage all estimates, proposals, and associated communications in the company CRM and file systems.
- Uphold Vermont Mechanical’s commitment to integrity, quality, and customer satisfaction in every aspect of the proposal process.
Qualifications:
- 2 years of experience in estimating, inside sales, or service coordination in HVAC, plumbing, or mechanical construction environments.
- Strong understanding of mechanical systems (HVAC, plumbing, piping) or ability to learn quickly with technical guidance.
- Proficiency with estimating software, spreadsheets, and CRM systems.
- Excellent written and verbal communication skills with strong attention to detail and organization.
- Ability to manage multiple estimates and deadlines in a fast-paced, team-oriented environment.
- High school diploma required; associate or bachelor’s degree in business, mechanical systems, or related field preferred.
Preferred Qualifications:
- Experience sourcing and comparing vendor or subcontractor quotations.
- Prior experience supporting service or project sales teams in a mechanical contracting environment.
- Working knowledge of mechanical systems (HVAC/plumbing/piping).
Compensation & Benefits:
- Competitive base salary commensurate with experience.
- Comprehensive benefits: medical, dental, and vision insurance; 401(k) plan; paid time off; training and professional development.
Physical Demands & Work Environment:
- Primarily office-based role with occasional site visits for project review or information gathering.
- Standard business hours (Monday – Friday).
- Frequent use of computer systems, estimating software and phone communication.
- Collaborative team environment with regular interaction across departments.
What is listed above is representative of the position’s responsibilities, which may change during employment at the company’s discretion. Vermont Mechanical prohibits discrimination in employment based on race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, parental status, military service, or other non-merit factors. Vermont Mechanical encourages women, minorities, low-income applicants, and people with disabilities to apply.
