HVAC Service Estimator and Parts Administrator

Job Description

Job DescriptionSalary: $80,000

HereatSagamore,weprovidecareeropportunitiestomasteryourcraft,earncompetitivewagesandmakearealdifferenceinthelivesofourcustomersandourcommunity.Wearelookingforemployeeswhotakeprideintheirworkandseeitasbothanartandtrade.Youwillworkinanenvironmentwhereyourhardworkisrewarded,recognizedandappreciated.Yourdailycontributionswillhaveadirecteffectonthesuccessofthecompanyandyourfuture.Ifyouwanttobepartofsomethingbiggerthanjustajobmakethiscareermoveandapplytoday!

TheHVACServiceEstimator&PartsAdministratorisresponsibleforestimatingHVACandplumbingserviceprojectsaswellasresearching,ordering,expediting,andtrackingHVACservicepartswhileensuringaccurateandtimelyinvoicingfortheHVACServiceDepartment.Thisroleiscriticaltominimizingtechniciandowntime,maintainingserviceefficiency,andensuringpromptandcorrectbillingtocustomers.

Theidealcandidateishighlyorganized,detail-oriented,andcomfortableworkingwithvendors,technicians,andcustomersinafast-pacedserviceenvironment.

KeyResponsibilities

Estimating,PartsResearch,Ordering&Tracking

• Reviewtechnicianworkordernotesforrepairs
• Gatherinformationandcommunicatewithtechnicianstoprovideprofessionalscopeofworkandquotesforcustomers.
• Preparespotquotesandsmalljobestimatesforcustomers.
• Experienceinpricinglabor,materialsandsubcontractorwork.
• ResearchHVACreplacementpartsusingmodel/serialnumbers,OEMdocumentation,andsupplierresources
• Orderpartsfrommanufacturersanddistributorstomeetservicetimelinesandcosttargets
• Trackallpartsordersfrompurchasethroughdeliveryandinstallation
• Expeditebackorderedorcriticalpartsasneeded
• MonitoropenPOs,backordersanddeliveryexceptions;proactivelyresolveissuestopreventscheduleimpact
• Communicatepartstatusupdatestoservicetechnicians,dispatch,andservicemanagement
• Maintainaccuratepartsrecords,includingcosts,leadtimes,andwarrantystatus
• Coordinatereturns,credits,andwarrantyclaimswithvendors

ServiceBilling&InvoicingSupport

• Prepare,review,andprocessserviceinvoicesaccuratelyandpromptly
• Verifylabor,materials,andpartschargesmatchserviceticketsandworkorders
• Ensurepropermarkup,pricing,andtaxapplicationpercompanypolicy
• Resolvebillingdiscrepancieswithtechnicians,servicemanagers,orcustomers
• Submitinvoicesaccordingtocustomerbillingrequirementsandtimelines
• Assistwithfollow-uponmissingdocumentationorapprovalsrequiredforbilling

Administrative&SystemSupport

• Enterandmaintainservicedataintheservicemanagement/ERPsystem
• Supportservicemanagerswithreportingonpartsusage,costs,andbillingstatus
• Assistwithprocessimprovementstoreducebillingdelaysandpartshortages
• Assistwiththeimplementationandoptimizationofprocurementsystemsandtools

Customer&VendorCommunication

• Actasapointofcontactforvendorsregardingpartsavailabilityandpricing
• Communicateprofessionallywithcustomersregardinginvoicequestionswhenneeded
• Maintainstrongworkingrelationshipswithsupplierstoensurereliableservicesupport

RequiredQualifications

• Highschooldiplomaorequivalent
• 3+yearsofexperienceinHVACserviceadministration,partscoordination,orbilling(commercialHVACpreferred)
• StrongunderstandingofHVACequipment,components,andterminology
• Experiencewithservicemanagementoraccountingsoftware
• Excellentorganizationalandtime-managementskills
• Highattentiontodetailandaccuracy
• Strongwrittenandverbalcommunicationskills

PreferredQualifications

• ExperiencewithcommercialHVACserviceoperations
• FamiliaritywithOEMHVACpartsandsupplyhouses
• ExperiencewithSage/FieldserviceOpsorsimilarERPsystems
• Basicunderstandingofservicecontractsandwarrantybilling
• ProficientinExcel,WordandotherMicrosofttools.

Skills&Competencies

• Partsresearchandproblem-solving
• Multitaskinginafast-pacedserviceenvironment
• Costawarenessandinventorycontrol
• Customerservicemindset
• Strongfollow-throughandaccountability

WorkEnvironmentandPhysicalDemands

• Office-basedwithfrequentinteractionwithservicetechniciansandvendors
• Standardbusinesshourswithoccasionalovertimeduringpeakserviceseasons
• Occasionalliftingand/ormovingupto50lbs.

Benefits&Perks:

• Medical,DentalandVisionInsurance
• FlexibleSpendingAccount
• 401kwithCompanyMatch
• ProfitSharingProgram
• Long-TermDisabilityInsurance
• CompanyPaidLifeInsurance
• Holiday Pay