Commercial HVAC Estimator / Project Coordinator

About the Role

Climate Mechanical Services is seeking a full-time, in-office Estimator / Project Coordinator to support repair quotes, larger project estimates, site visits, proposal preparation, vendor pricing, sold-job handoffs, change order tracking, and project coordination.

This person will help organize the flow from quote request to proposal, from approved work to field execution, and from completed work to closeout and billing.

Key Responsibilities

• Review technician notes, service reports, photos, drawings, specifications, scopes of work, and customer requests.
• Prepare repair quote drafts and larger project estimate/proposal drafts.
• Request and follow up on vendor and subcontractor pricing.
• Track open quotes, deadlines, revisions, missing information, approvals, and follow-ups.
• Perform local site visits to gather estimating information, take photos, review equipment, confirm site conditions, and identify access or scope issues.
• Work with field leadership to confirm labor, materials, constructability, risks, and job requirements.
• Create sold-job handoff packages for service, field, and operations teams.
• Help coordinate materials, vendor lead times, schedules, change orders, closeout items, and billing triggers.
• Communicate with customers, vendors, technicians, service coordination, sales, accounting, and field leadership to keep work moving.
• Maintain organized quote logs, estimate folders, job files, site visit notes, and project documentation.

Requirements

• Experience in HVAC, mechanical contracting, construction, building automation, controls, facilities, estimating, service coordination, or project coordination.
• Experience performing site visits for estimating or project coordination.
• Ability to read mechanical plans, equipment schedules, control drawings, and specifications.
• Experience with vendor pricing, subcontractor pricing, change orders, job handoffs, closeout, or billing coordination.
• Familiarity with job costing, labor hours, material pricing, gross margin, CRM, estimating, dispatch, or project management software.
• Ability to work full-time in office.
• Ability and willingness to perform local site visits as needed.
• Valid driver’s license and reliable transportation.
• Comfortable visiting commercial job sites, mechanical rooms, rooftops, equipment rooms, and active work environments.
• Strong organizational skills and ability to manage multiple open quotes, repairs, and projects at once.
• Ability to read or learn to interpret service notes, photos, scopes of work, drawings, equipment schedules, and specifications.
• Comfortable requesting, reviewing, and following up on vendor pricing.
• Strong written and verbal communication skills.
• Proficiency with email, spreadsheets, shared folders, and the Microsoft suite of products.
• High attention to detail, follow-through, and accountability.

Pay: $85,000.00 - $100,000.00 per year

Benefits:

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

Work Location: In person