HVAC Service Estimator and Parts Administrator
Sagamore
Don’t send a generic resume — generate a resume and cover letter tailored to this exact role.
Benefits offered by this job
Job summary
HereatSagamore seeks a detail-oriented HVAC Service Estimator & Parts Administrator to estimate service projects, research and order parts, and track quotes for timely invoicing.
The ideal candidate will manage parts data, liaise with technicians and customers, and support service management with accurate billing and documentation.
Qualifications
- High school diploma or equivalent required.
- 3+ years in HVAC service administration or parts coordination.
- Strong HVAC equipment knowledge.
- Experience with service management or accounting software.
- Excellent organizational and time-management skills.
- High attention to detail and accuracy.
- Strong written and verbal communication skills.
Responsibilities
- Estimating, researching, ordering and tracking HVAC service parts and quotes.
- Processing service invoices and ensuring accuracy of labor, materials and parts charges.
- Maintaining servicedata in ERP/system and supporting reporting.
- Communicating with vendors, technicians and customers to resolve issues.
- Coordinating returns, credits and warranty claims with vendors.
Skills
Education
Tools
Job description
HereatSagamore,weprovidecareeropportunitiestomasteryourcraft,earncompetitivewagesandmakearealdifferenceinthelivesofourcustomersandourcommunity.Wearelookingforemployeeswhotakeprideintheirworkandseeitasbothanartandtrade.Youwillworkinanenvironmentwhereyourhardworkisrewarded,recognizedandappreciated.Yourdailycontributionswillhaveadirecteffectonthesuccessofthecompanyandyourfuture.
TheHVACServiceEstimator&PartsAdministratorisresponsibleforestimatingHVACandplumbingserviceprojectsaswellasresearching,ordering,expediting,andtrackingHVACservicepartswhileensuringaccurateandtimelyinvoicingfortheHVACServiceDepartment.Thisroleiscriticaltominimizingtechniciandowntime,maintainingserviceefficiency,andensuringpromptandcorrectbillingtocustomers.
Theidealcandidateishighlyorganized,detail-oriented,andcomfortableworkingwithvendors,technicians,andcustomersinafast-pacedserviceenvironment.
- Reviewtechnicianworkordernotesforrepairs
- Gatherinformationandcommunicatewithtechnicianstoprovideprofessionalscopeofworkandquotesforcustomers.
- Preparespotquotesandsmalljobestimatesforcustomers.
- Experienceinpricinglabor,materialsandsubcontractorwork.
- ResearchHVACreplacementpartsusingmodel/serialnumbers,OEMdocumentation,andsupplierresources
- Orderpartsfrommanufacturersanddistributorstomeetservicetimelinesandcosttargets
- Trackallpartsordersfrompurchasethroughdeliveryandinstallation
- Expeditebackorderedorcriticalpartsasneeded
- MonitoropenPO’s,backordersanddeliveryexceptions;proactivelyresolveissuestopreventscheduleimpact
- Communicatepartstatusupdatestoservicetechnicians,dispatch,andservicemanagement
- Maintainaccuratepartsrecords,includingcosts,leadtimes,andwarrantystatus
- Coordinatereturns,credits,andwarrantyclaimswithvendors
- Prepare,review,andprocessserviceinvoicesaccuratelyandpromptly
- Verifylabor,materials,andpartschargesmatchserviceticketsandworkorders
- Ensurepropermarkup,pricing,andtaxapplicationpercompanypolicy
- Resolvebillingdiscrepancieswithtechnicians,servicemanagers,orcustomers
- Submitinvoicesaccordingtocustomerbillingrequirementsandtimelines
- Assistwithfollow-uponmissingdocumentationorapprovalsrequiredforbilling
- Enterandmaintainservicedataintheservicemanagement/ERPsystem
- Supportservicemenagerswithreportingonpartsusage,costs,andbillingstatus
- Assistwithprocessimprovementstoreducebillingdelaysandpartshortages
- Assistwiththeimplementationandoptimizationofprocurementsystemsandtools
- Actasapointofcontactforvendorsregardingpartsavailabilityandpricing
- Communicateprofessionallywithcustomersregardinginvoicequestionswhenneeded
- Maintainstrongworkingrelationshipswithsupplierstoensurereliableservicesupport
- Highschooldiplomaorequivalent
- 3+yearsofexperienceinHVACserviceadministration,partscoordination,orbilling(commercialHVACpreferred)
- StrongunderstandingofHVACequipment,components,andterminology
- Experiencewithservicemanagementoraccountingsoftware
- Excellentorganizationalandtime-managementskills
- Highattentiontodetailandaccuracy
- Strongwrittenandverbalcommunicationskills
- ExperiencewithcommercialHVACserviceoperations
- FamiliaritywithOEMHVACpartsandsupplyhouses
- ExperiencewithSage/FieldserviceOpsorsimilarERPsystems
- Basicunderstandingofservicecontractsandwarrantybilling
- ProficientinExcel,WordandotherMicrosofttools.
- Partsresearchandproblem-solving
- Multitaskinginafast-pacedserviceenvironment
- Costawarenessandinventorycontrol
- Customerservicemindset
- Strongfollow-throughandaccountability
- Office-basedwithfrequentinteractionwithservicetechniciansandvendors
- Standardbusinesshourswithoccasionalovertimeduringpeakserviceseasons
- Occasionalliftingand/ormovingupto50lbs.
- Medical,DentalandVisionInsurance
- FlexibleSpendingAccount
- 401kwithCompanyMatch
- ProfitSharingProgram
- Long-TermDisabilityInsurance
- CompanyPaidLifeInsurance
- Holiday Pay
'/%3e%3cpath%20d='M101.744%2012.4726L102.894%2016.1947L99.0021%2013.2201L101.744%2012.4726ZM105.3%208.40937H100.488L99.0026%203.59473L97.5116%208.41047L92.7%208.40385L96.5965%2011.3834L95.1055%2016.1942L99.0021%2013.2196L101.408%2011.3834L105.3%208.40992V8.40937Z'%20fill='white'/%3e%3cdefs%3e%3clinearGradient%20id='paint0_linear_5593_1381'%20x1='90'%20y1='9.44471'%20x2='99'%20y2='9.44471'%20gradientUnits='userSpaceOnUse'%3e%3cstop%20stop-color='%2300AD70'/%3e%3cstop%20offset='0.998594'%20stop-color='%2300B67A'/%3e%3cstop%20offset='1'%20stop-color='%23DCDCE6'/%3e%3c/linearGradient%3e%3c/defs%3e%3c/svg%3e){kind=small}
