Proposal Coordinator

Position Summary

The HVAC Service Estimator is responsible for preparing accurate repair and replacement estimates for commercial and residential HVAC projects. This position works closely with field technicians, service coordinators, vendors, and customers to review service reports, develop pricing, prepare proposals, and support the successful transition of approved work to operations.

Essential Job Duties

• Review technician reports, service notes, and site photos to determine project scope.
• Prepare estimates for HVAC repairs, replacements, and retrofit projects.
• Perform material, labor, and equipment take-offs.
• Obtain pricing and quotations from vendors and subcontractors.
• Prepare and submit customer proposals within established company timelines.
• Track proposal status, follow up on pending estimates, and maintain estimating records.
• Create job handoff packages for approved projects.
• Coordinate with service coordinators and operations to ensure smooth project transitions.
• Communicate with customers regarding estimate status and scope of work.
• Issue purchase orders and coordinate material procurement as needed.
• Monitor equipment lead times and material availability.
• Maintain accurate estimating information within the company's software systems.
• Assist with identifying opportunities for cost savings and process improvements.
• Perform other duties as assigned.

Qualifications

• Minimum of 2-5 years of experience in HVAC estimating, service coordination, or related field service.
• Knowledge of commercial and/or residential HVAC equipment, components, and repair practices.
• Ability to read and interpret technician reports and project documentation.
• Experience preparing labor and material estimates.
• Proficient with Microsoft Office 365, including Excel.
• Experience using estimating software, CRM systems, or similar business software.
• Strong organizational and time management skills.
• Effective written and verbal communication skills.
• Ability to manage multiple projects and meet deadlines.

Preferred Qualifications

• Previous experience in a commercial HVAC service environment.
• Familiarity with COINS software or similar ERP systems.
• Experience coordinating vendors and subcontractors.

Physical Requirements

• Ability to sit for extended periods while working on a computer.
• Ability to occasionally lift up to 25 pounds.
• Ability to communicate effectively by phone and email.
• Occasional travel to job sites may be required.

Benefits

• Competitive compensation
• Health, dental, and vision insurance
• Paid time off
• Paid holidays
• Retirement plan (if applicable)
• Professional development opportunities

Work Authorization Notice At this time, we are not able to offer visa sponsorship or take over sponsorship for employment visas. Candidates must be legally authorized to work in the United States for any employer without the need for current or future sponsorship. Kodiak Labor Solutions is an Equal Opportunity Employer (EOE) . All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by applicable law