R. Brooks Mechanical | HVAC Service Quoting Specialist

Flow Service Partners•Rising Sun, MD

11d

About The Position

The HVAC Service Quoting Specialist is responsible for preparing, reviewing, communicating, and closing service and repair estimates based solely on technician findings and documented diagnostics. This role owns all customer communication throughout the quoting, education, and approval process, ensuring clarity, urgency, and alignment on scope and pricing. The HVAC Service Quoting Specialist is fully accountable for ordering, tracking, receiving, and verifying all materials associated with sold repair work to ensure job readiness, cost control, and timely completion. While this role does not prepare or price full equipment replacement proposals, the HVAC Service Quoting Specialist plays a critical role in identifying repair calls that present replacement opportunities. When replacement is in the customer’s best interest, the Advisor educates the customer, positions the value of upgrade options, and coordinates a seamless handoff to the estimating or comfort advisor team to drive revenue conversion.

Requirements

3+ years of experience in HVAC, plumbing, electrical, or field service operations
Proficient in Microsoft Office
Proven experience preparing and communicating customer quotes
Strong customer-facing communication skills with the ability to explain technical work clearly
High attention to detail with pricing and documentation accuracy
Proficiency with service management software (ServiceTitan preferred)

Nice To Haves

Experience as a field service technician (preferred)

Responsibilities

Prepare, review, and sell repair-only estimates based exclusively on technician diagnostics and documented findings.
Validate scope, labor hours, material requirements, and targeted profitability prior to issuing quotes.
Verify applicable parts, equipment, and labor warranties before finalizing repair pricing.
Develop multiple repair options when appropriate and clearly communicate scope, pricing, risks, and expected outcomes.
Follow up consistently on open repair estimates until a clear customer decision is reached.
Ensure all repair estimates meet established gross profit standards.
Serve as the primary customer point of contact throughout the repair quoting and approval process.
Proactively communicate quote status, parts availability, scheduling impacts, and any scope or pricing changes.
Ensure timely, consistent communication from initial diagnosis through repair completion.
Deliver a high-trust, consultative customer experience while protecting company margin.
Facilitate a seamless handoff to the estimating team by providing complete job documentation.
Track and report replacement opportunities generated from service calls to support revenue forecasting and conversion analytics.
Order and manage all materials associated with repair work sold.
Obtain pricing from multiple vendor sources when appropriate to ensure competitive material costs.
Source cost-effective vendors and confirm part availability and lead times prior to scheduling.
Receive and verify materials, resolving discrepancies before job execution.
Monitor quoted versus actual labor and material performance.
Identify margin erosion, execution gaps, or scope inconsistencies and escalate proactively.
Support continuous improvement efforts to increase close rate, ticket size, and gross margin performance.