HVAC Service Estimating & Scheduling Coordinator

Mechanical Products Nevada

Las Vegas (NV)

On-site

USD 55,000 - 75,000

Full time

4 days ago

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Job summary

Mechanical Products Nevada is seeking a Service Estimating Coordinator in Las Vegas to manage service opportunities from lead review to field completion. You will confirm scope, prepare quotes, and coordinate scheduling, dispatch, and billing handoff, collaborating with the Service Manager, technicians, customers, vendors, and internal teams.

The ideal candidate holds an associate degree, is proficient with Microsoft Office tools, and can learn ERP/CRM systems (Dynamics 365 Field Service,

Qualifications

Associate degree in business, construction, engineering, HVAC, or a related field.
Strong working knowledge of Microsoft Word, Excel, PowerPoint, and Outlook.
Ability to learn and accurately use ERP, CRM, estimating, and document-management systems.
Experience with Microsoft Dynamics 365 Field Service, Experlogix, or Smartsheet is preferred.
Experience in HVAC, mechanical contracting, engineering, construction, field service, or a related industry is preferred.
Demonstrated ability to manage a high volume of opportunities and work orders, maintain accurate records, meet deadlines, and adjust to changing service priorities.

Responsibilities

Review new service leads and confirm the scope of work, customer contact, jobsite, estimated labor hours, required parts, photographs, and related equipment assets.
Follow up with technicians, customers, sales representatives, vendors, or the Service Manager when information is missing or the requested scope requires clarification.
Qualify leads, create service opportunities in Microsoft Dynamics 365 Field Service and Experlogix, and assign each opportunity to the appropriate service sales team or house account.
Develop estimates that include labor, expenses and fees, materials, freight, rental equipment, and vendor services when applicable.
Coordinate pricing, availability, and lead times for the parts, materials, equipment, and services required to complete the quoted work.
Prepare customer quotes using the approved Quote Summary and Quoted Service templates and include the required labor and taxable-item breakout.
Submit completed quotes to the Service Manager for review, send approved quotes to customers, and update the opportunity stage, status, and quote-sent date.
Monitor open leads and opportunities, maintain accurate records, follow up on outstanding information or customer decisions, and provide updates during service work-in-progress meetings.
Receive customer purchase orders, verify the required information, attach supporting documents to the opportunity, and notify the Service Manager when the quote is ready to close as won.
Manage approved work after it becomes a work order, including scheduling, field coordination, documentation review, status updates, and billing handoff.
Schedule and dispatch technicians based on the scope of work, required skill set, location, site deadlines, and availability; notify customers and technicians of appointments or changes.
Coordinate parts, materials, subcontractors, rental equipment, work-order documents, checklists, and site-access information required before field work begins.
Validate customer requests against existing work orders and opportunities to prevent duplicate quotes or duplicate service activity.
Review equipment warranty coverage and coordinate with the Parts Warranty Administrator when a warranty claim or replacement component request is needed.