Service Estimator Commercial HVAC & Mechanical Services

Thayer, LLC; Auburn (ME); Hybrid; USD 60,000 - 90,000; Full time

Job summary

Thayer, LLC in Auburn, ME seeks a Service Estimator to convert technician recommendations and customer repair requests into accurate, timely proposals. This role links field service, customers, vendors, and sales to maximize service revenue.

You will develop labor and material estimates, coordinate procurement, and ensure quotes meet margin targets while supporting smaller, faster-cycle opportunities for the Project Sales team.

Qualifications

• Three to five years of experience in commercial HVAC service, technical estimating, field service, or related mechanical trades.
• Strong understanding of HVAC equipment, service repairs, replacement components, and labor requirements.
• Ability to interpret service reports, equipment specifications, and technical documentation.
• Experience developing estimates and preparing professional customer proposals.
• Strong organizational, customer service, and communication skills.
• Proficiency with Microsoft Office and estimating or service management software.

Responsibilities

• Review technician service reports, diagnostic findings, and recommendations to identify required repairs.
• Develop accurate estimates for labor, materials, equipment, subcontractors, and related expenses.
• Obtain vendor pricing, verify equipment availability, and confirm material lead times.
• Prepare clear customer proposals outlining the scope of work, pricing, assumptions, and exclusions.
• Ensure all quotations comply with established pricing and gross margin requirements.
• Manage the pipeline of service-generated repair and replacement opportunities.
• Deliver quotations promptly and follow up with customers to secure approvals.
• Answer customer questions regarding scope, repair options, pricing, and scheduling.
• Identify additional opportunities arising from existing service relationships.
• Refer larger replacement, retrofit, or capital projects to the appropriate Project Sales Representative.
• Maintain accountability for outstanding quotations through approval, rejection, or closure.
• Collaborate with field technicians to confirm repair requirements and estimated labor hours.
• Coordinate with service management to verify technical scope and resource requirements.
• Support procurement of required equipment, materials, and subcontracted services.
• Ensure approved work is accurately transferred to service operations for scheduling and execution.
• Resolve scope discrepancies and assist with changes to quoted work.

Skills

HVAC knowledge

Estimating

Customer service

Communication

MS Office

ERP/Service management software

Tools

COINS ERP

Estimating software

Job description

Description

Position Summary

The Service Estimator is responsible for converting service technician recommendations, customer repair requests, and identified equipment deficiencies into accurate, timely, and profitable proposals.

This position serves as a critical link between field service operations, customers, vendors, and sales. The Service Estimator manages smaller, shorter-cycle repair and replacement opportunities, allowing Project Sales Representatives to concentrate on larger, more complex projects.

The role combines technical HVAC knowledge, estimating, customer communication, and transactional sales to maximize service-generated revenue.

Key Responsibilities

1. Service Estimating & Proposal Development

• Review technician service reports, diagnostic findings, and recommendations to identify required repairs.
• Develop accurate estimates for labor, materials, equipment, subcontractors, and related expenses.
• Obtain vendor pricing, verify equipment availability, and confirm material lead times.
• Prepare clear customer proposals outlining the scope of work, pricing, assumptions, and exclusions.
• Ensure all quotations comply with established pricing and gross margin requirements.

2. Transactional Sales & Customer Follow-Up

• Manage the pipeline of service-generated repair and replacement opportunities.
• Deliver quotations promptly and follow up with customers to secure approvals.
• Answer customer questions regarding scope, repair options, pricing, and scheduling.
• Identify additional opportunities arising from existing service relationships.
• Refer larger replacement, retrofit, or capital projects to the appropriate Project Sales Representative.
• Maintain accountability for outstanding quotations through approval, rejection, or closure.

3. Technical & Operational Coordination

• Collaborate with field technicians to confirm repair requirements and estimated labor hours.
• Coordinate with service management to verify technical scope and resource requirements.
• Support procurement of required equipment, materials, and subcontracted services.
• Ensure approved work is accurately transferred to service operations for scheduling and execution.
• Resolve scope discrepancies and assist with changes to quoted work.

4. Sales Administration & Performance Management

• Maintain accurate quotation and opportunity records in the company's ERP or CRM system.
• Track quotation volume, turnaround time, outstanding proposals, conversion rates, and estimated gross margins.
• Prioritize urgent and time-sensitive customer repair requirements.
• Review declined or aging quotations to identify opportunities for improvement.
• Provide regular reporting on the transactional sales pipeline and anticipated revenue.

Required Qualifications

• Three to five years of experience in commercial HVAC service, technical estimating, field service, or related mechanical trades.
• Strong understanding of HVAC equipment, service repairs, replacement components, and labor requirements.
• Ability to interpret service reports, equipment specifications, and technical documentation.
• Experience developing estimates and preparing professional customer proposals.
• Strong organizational, customer service, and communication skills.
• Proficiency with Microsoft Office and estimating or service management software.

Preferred Qualifications

• Previous experience as an HVAC technician, service supervisor, service estimator, or technical salesperson.
• Familiarity with commercial HVAC, refrigeration, plumbing, or building automation systems.
• Experience with COINS or comparable ERP and service management platforms.
• Understanding of job costing, gross margin management, purchasing, and vendor negotiations.

Performance Expectations

Success in this position will be evaluated through:

• Quotation Turnaround: Timely preparation and delivery of accurate repair proposals.
• Sales Conversion: Percentage and value of quotations successfully converted into approved work.
• Gross Margin Performance: Consistent adherence to company pricing and profitability standards.
• Pipeline Management: Active follow-up and reduction of aging or unresolved quotations.
• Operational Accuracy: Complete scopes, accurate estimates, and effective handoffs to field operations.
• Customer Satisfaction: Professional and responsive communication throughout the quotation process.

Role Boundaries

The Service Estimator primarily handles service-generated repairs, component replacements, and smaller quoted work. Larger equipment replacements, complex retrofits, engineered projects, and substantial capital improvements are referred to the Project Sales team under established company guidelines.

(The Service Estimator does not replace the Service Manager's responsibility for technician supervision, scheduling, or field execution.)