The Inside Sales – Service Estimator

Capstone Mechanical, LLC; Waco (TX); On-site; USD 60,000 - 90,000; Full time

Job summary

Capstone Mechanical, LP. seeks an Inside Sales – Service Estimator to process technician-submitted opportunities and generate customer quotes with high accuracy and speed.

You will support service technicians, customers, and operations to deliver efficient, timely quotes for repairs and simple equipment replacements. Key duties include reviewing opportunities within 48 hours, pricing up to $25,000, and maintaining CRM records.

Qualifications

• Bachelor's degree in Business/Marketing/Engineering or related field.
• 1–2 years of commercial HVAC/controls service or sales experience.
• 1–2 years of experience in commercial HVAC, building services, or related industry, preferably in quoting, estimating, or customer service.
• Ability to interpret technician service reports and translate findings into quotes.
• Strong verbal and written communication skills.

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, answer questions, 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

Verbal communication

Written communication

Customer focus

Attention to detail

Organization

Multitasking

Problem solving

Excel proficiency

Dynamics 365 experience

XOi experience

Adaptability to new tools

Education

Bachelor's degree in Business/Marketing/Engineering

1–2 years HVAC/commercial service or sales experience (high school/trade diploma acceptable)

Tools

Microsoft Excel

Microsoft Dynamics 365

XOi or similar

Job description

The Inside Sales – Service Estimator is responsible for processing technician-submitted opportunities and generating customer quotes within target turnaround times. This role focuses on accurate, timely quoting for repair opportunities and simple equipment replacements. The role supports service technicians, customers, and operations teams to deliver efficient quoting, ensuring quality, accuracy, and responsiveness at a high volume.

Job Duties

• 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, answer questions, 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

Education/Experience

• Bachelor's Degree in Business/Marketing/Engineering, OR
• High School/Trade School Diploma with 1-2 years of commercial HVAC/controls service or sales experience
• 1-2 years of experience in commercial HVAC, building services, or related industry, preferably in quoting, estimating, or customer service
• Basic understanding of commercial HVAC systems and common repair scenariosAbility to interpret technician service reports and translate findings into quotes
• Strong verbal and written communication skills
• Customer focus and ability to build rapport
• Attention to detail and accuracy
• Ability to work in a fast ‑ paced, high ‑ volume environment
• Organizational and multitasking abilities
• Problem ‑ solving skills and ability to work with vendors
• Proficiency with Microsoft Office (especially Excel)
• Experience with Microsoft Dynamics 365 preferred
• Experience with XOi or similar technology preferred
• Comfort with adopting new tools and systems

Physical Requirements

Primarily an office ‑ based role requiring extended periods of sitting and computer use. Occasional field visits may require PPE and work in varied environments.

Office environment with occasional field visits.

Reasonable accommodation will be made to enable individuals with disabilities to perform essential functions unless doing so presents undue hardship.

This job description is not exhaustive and duties may change at any time without notice.

Applicants must be currently authorized to work in the United States on a full-time basis. This position is not eligible foremployer visa sponsorship.

Travel Required

Yes . Occasional travel to job sites.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.