Inside HVAC Quote Specialist – Fast & Accurate

Capstone Mechanical, LP.; Bartlett, Northern (TN, KY); Hybrid; USD 42,000 - 66,000; Full time

Job summary

Capstone Mechanical, LP is seeking an Inside Sales – Service Estimator to process technician-submitted opportunities and generate customer quotes with rapid turnaround. This role focuses on accurate, timely quoting for repairs and simple equipment replacements, supporting service technicians, customers, and operations to deliver high-quality quotes.

Office-based position with potential field visits; requires strong Excel and CRM skills, ability to interpret service reports into quotes, and a

Qualifications

• Bachelor's degree in Business/Marketing/Engineering or equivalent.
• 1-2 years of commercial HVAC/controls service or sales experience.
• 1-2 years in commercial HVAC, building services, or related industry.
• Ability to translate technician reports into quotes.
• Strong verbal and written communication skills.
• Customer focus with ability to build rapport.
• Attention to detail and accuracy.
• Proficiency with Microsoft Office, especially Excel.
• Experience with Dynamics 365 preferred.
• Experience with XOi or similar tech preferred.
• Comfort with adopting new tools and systems.

Responsibilities

• Review and process technician-submitted repair opportunities to generate customer quotes within 48 hours.
• Quote simple equipment replacements up to $25,000 with accurate pricing.
• Communicate with customers to present quotes and support sales closure.
• Coordinate with technicians to clarify repair findings and scope of work.
• Obtain vendor pricing for parts and equipment as needed.
• Follow up on open quotes to support conversion.
• Maintain accurate CRM (D365) records including quote status and customer communication.
• Escalate complex opportunities as needed.
• Collaborate with operations and service teams to ensure quoted work can be scheduled.
• Track key performance metrics including quote volume and turnaround time.
• Build relationships with technicians to support quality submissions.
• Maintain working knowledge of standard repair pricing and equipment costs.
• Support continuous improvement of quoting tools and processes.

Skills

Attention to detail

Customer focus

Communication skills

Problem solving

Organizational skills

Multi-tasking

Excel proficiency

CRM experience

Education

Bachelor's degree in Business/Marketing/Engineering

High School/Trade School Diploma with 1-2 years HVAC/controls experience

Tools

Microsoft Dynamics 365

XOi or similar tech

Job description

Capstone Mechanical, LP is seeking an Inside Sales – Service Estimator to process technician-submitted opportunities and generate customer quotes with rapid turnaround. This role focuses on accurate, timely quoting for repairs and simple equipment replacements, supporting service technicians, customers, and operations to deliver high-quality quotes.

Office-based position with potential field visits; requires strong Excel and CRM skills, ability to interpret service reports into quotes, and a