HVAC Service Project Coordinator & Estimator

KODIAK Construction Recruiting & Staffing; Hendersonville (TN); On-site; USD 52,000 - 58,000; Full time

Job summary

Kodiak Construction Recruiting & Staffing seeks a Service Project Coordinator / Estimator to support a commercial mechanical service team in the Nashville area. This role develops accurate, timely estimates and coordinates approved HVAC and plumbing service projects from initial customer request through completion.

You will act as the central link between customers, service techs, account managers, field operations, dispatch, vendors, and subcontractors, turning field findings into clear scopes

Qualifications

• Two or more years of experience in commercial HVAC, plumbing, mechanical service, construction estimating, project coordination, or a closely related field.
• Ability to read service reports, equipment schedules, construction drawings, specifications, submittals, and technical documents.
• Ability to develop labor, material, equipment, and subcontractor estimates.
• Understanding of scopes of work, purchase orders, submittals, RFIs, change orders, job costing, and project closeout.
• Strong mathematical and analytical skills, including cost, markup, margin, and profitability.
• Proficiency with Microsoft Outlook, Word, and Excel; comfort with electronic drawings, PDFs, photographs, and digital project records.
• Strong written and verbal communication, organization, prioritization, and attention to detail.
• Ability to manage multiple estimates and active projects in a deadline-driven service environment.
• Valid driver's license and ability to travel to local customer and project locations.

Responsibilities

• Review requests, technician recommendations, service reports, photographs, drawings, specifications, equipment data, and site conditions.
• Conduct jobsite visits, field measurements, and pre-bid walkthroughs when needed.
• Prepare estimates for HVAC, plumbing, controls, equipment replacement, retrofit, renovation, and related service projects.
• Calculate labor, material, equipment, subcontractor, rental, permit, freight, tax, disposal, and other project-specific costs.
• Complete material and equipment takeoffs and obtain pricing, availability, lead times, and scope coverage from vendors and subcontractors.
• Identify scope gaps, access restrictions, shutdown requirements, long-lead items, and other cost or schedule risks.
• Prepare clear proposals defining the scope of work, price, assumptions, exclusions, alternates, schedule expectations, and proposal validity.
• Maintain an organized log of open estimates, customer approvals, revisions, and follow-up activities.
• Create complete sold-job packages and transition approved work from estimating into field operations.
• Establish project files, budgets, cost codes, purchase requirements, schedules, and internal job information.
• Provide field personnel with the approved scope, drawings, equipment information, customer requirements, safety considerations, and material lists.
• Coordinate equipment and material releases, purchase orders, subcontractors, permits, rentals, submittals, and delivery schedules.
• Coordinate project schedules with customers, dispatch, technicians, supervisors, vendors, and subcontractors.
• Track labor, materials, commitments, and overall project cost performance; communicate potential budget or margin concerns promptly.
• Prepare and track RFIs, scope clarifications, change orders, and additional-work authorizations.
• Support invoicing and closeout by confirming completed work, approved changes, billable amounts, punch-list items, warranties, and required documentation.

Skills

HVAC knowledge

Project coordination

Estimating

Excel

Communication

Reading drawings

Subcontractor coordination

Education

Associate degree

Bachelor's degree

Tools

Bluebeam

Estimating software

CRM systems

ERP systems

Job description

Kodiak Construction Recruiting & Staffing seeks a Service Project Coordinator / Estimator to support a commercial mechanical service team in the Nashville area. This role develops accurate, timely estimates and coordinates approved HVAC and plumbing service projects from initial customer request through completion.

You will act as the central link between customers, service techs, account managers, field operations, dispatch, vendors, and subcontractors, turning field findings into clear scopes