Job Description for Mechanical Service Estimator

The Service Estimator plays a key role in supporting the sales and operations teams by developing accurate and timely cost estimates for service projects and preventative maintenance contracts. This role works closely with sales personnel, dispatch, and technicians to define scopes of work, ensure alignment across departments, and maintain a healthy opportunity pipeline. The ideal candidate is detail-oriented, organized, and thrives in a fast-paced, team-oriented environment.

Primary Functions:

• Prepare detailed cost estimates for quoted service projects using internal cost data, vendor pricing, and labor projections.
• Collaborate with the sales team to define and refine the scope of work for service projects and preventative maintenance contracts.
• Develop formal scope documents for both quoted projects and maintenance contracts.
• Use CRM (Salesforce currently) system to track opportunities and assist in maintaining an accurate service pipeline.
• Coordinate with internal teams (dispatch, sales, service operations) to ensure proper project booking and scheduling upon customer PO receipt.
• Assist in onsite scope development alongside sales staff when needed.
• Proactively source material and equipment pricing through vendor communication and internal teams.
• Identify and document assumptions, inclusions, exclusions, and potential risks for each estimate.
• Monitor estimate-to-actual job cost performance and provide feedback to improve future estimating accuracy.
• Track and support change order development and pricing as projects evolve.
• Ensure all estimating documentation is organized and accessible for handoff to operations and accounting.
• Assist in cost updates, historical data analysis, and estimating tool/process improvements.

Seat Primary Objectives:

• Accuracy of job cost estimates compared to actuals
• Timeliness of estimate delivery
• Quality and clarity of scope documents
• CRM pipeline updates and accuracy
• Internal team feedback on handoff quality and coordination

Education, Experience and Qualifications:

• Experience in HVAC, mechanical contracting, or construction estimating preferred.
• Strong knowledge of service and maintenance work typical of commercial HVAC systems.
• Proficiency with Microsoft Excel, estimating tools, and CRM platforms.
• Exceptional organizational skills and attention to detail.

Knowledge/Skill Set:

• Excellent time management, communication, organizational, and problem-solving skills
• Proficient with the following software – Excel, Word, Outlook, Bluebeam/Adobe
• Must have the ability to switch quickly between tasks based on priority and timeline
• Works well within a team dynamic
• Ability to maintain excellent customer and employee relationships