Service Estimating Coordinator

MPN•Las Vegas, NV

6d•Onsite

About The Position

The Service Estimating Coordinator manages service opportunities from initial lead review through field completion. This position confirms the scope and required resources, prepares quotes, obtains customer approval, and then coordinates scheduling, technician dispatch, work-order documentation, and billing handoff. The role works closely with the Service Manager, technicians, customers, vendors, and internal teams throughout the service process.

Requirements

Associate degree in business, construction, engineering, HVAC, or a related field and at least one year of estimating, service coordination, dispatch, inside sales, or related experience; or an equivalent combination of education and three years of relevant experience.
Strong working knowledge of Microsoft Word, Excel, PowerPoint, and Outlook.
Ability to learn and accurately use ERP, CRM, estimating, and document-management systems.
Demonstrated ability to manage a high volume of opportunities and work orders, maintain accurate records, meet deadlines, and adjust to changing service priorities.
Ability to read and interpret work orders, technician notes, technical product information, customer requests, and warranty documents.
Ability to write clear scopes of work, quotes, status updates, and business correspondence.
Ability to organize multiple leads, opportunities, work orders, and technician schedules; track outstanding information; adjust priorities; and communicate professionally with internal and external customers.
Ability to calculate labor, quantities, rates, ratios, percentages, freight, fees, and other amounts used to prepare and review service estimates.
Ability to identify missing or conflicting information, evaluate whether a request is ready to quote, apply established pricing and warranty procedures, and escalate technical or commercial questions.

Nice To Haves

Experience with Microsoft Dynamics 365 Field Service, Experlogix, or Smartsheet is preferred.
Experience in HVAC, mechanical contracting, engineering, construction, field service, or a related industry is preferred.

Responsibilities

Review new service leads and confirm the scope of work, customer contact, jobsite, estimated labor hours, required parts, photographs, and related equipment assets.
Follow up with technicians, customers, sales representatives, vendors, or the Service Manager when information is missing or the requested scope requires clarification.
Qualify leads, create service opportunities in Microsoft Dynamics 365 Field Service and Experlogix, and assign each opportunity to the appropriate service sales team or house account.
Develop estimates that include labor, expenses and fees, materials, freight, rental equipment, and vendor services when applicable.
Coordinate pricing, availability, and lead times for the parts, materials, equipment, and services required to complete the quoted work.
Prepare customer quotes using the approved Quote Summary and Quoted Service templates and include the required labor and taxable-item breakout.
Submit completed quotes to the Service Manager for review, send approved quotes to customers, and update the opportunity stage, status, and quote-sent date.
Monitor open leads and opportunities, maintain accurate records, follow up on outstanding information or customer decisions, and provide updates during service work-in-progress meetings.
Receive customer purchase orders, verify the required information, attach supporting documents to the opportunity, and notify the Service Manager when the quote is ready to close as won.
Manage approved work after it becomes a work order, including scheduling, field coordination, documentation review, status updates, and billing handoff.
Schedule and dispatch technicians based on the scope of work, required skill set, location, site deadlines, and availability; notify customers and technicians of appointments or changes.
Coordinate parts, materials, subcontractors, rental equipment, work-order documents, checklists, and site-access information required before field work begins.
Validate customer requests against existing work orders and opportunities to prevent duplicate quotes or duplicate service activity.
Review equipment warranty coverage and coordinate with the Parts Warranty Administrator when a warranty claim or replacement component request is needed.
Prepare and track labor warranty requests, supporting documents, claim and service-request numbers, and meeting updates in accordance with the approved process.
Coordinate data center equipment activities as assigned, including scheduling, startup documentation, deadline tracking, technician follow-up, and completed report submission.
Review completed work orders, technician notes, photos, checklists, and other field paperwork; update the work-order status and route complete documentation for invoicing.