HVAC Operations Coordinator in West Chester

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Job DescriptionJob DescriptionAmazing opportunity for a HVAC Operations Coordinator to join a growing company in Chester County!

The HVAC Operations & Estimating Coordinator supports the daily operations of the commercial HVAC service department with a strong focus on job quoting, repair estimating, and administrative coordination. This role works closely with the head of HVAC Operations, service managers, field technicians, and customers to ensure that service requests are priced accurately, approved efficiently, and completed successfully.

This is an in-office role, requiring excellent organizational, communication, and software skills.

Key Responsibilities
Quoting & Estimating
*Prepare detailed quotes and repair estimates for HVAC service calls, projects, and preventive maintenance recommendations
*Gather labor, materials, and subcontractor pricing from field technicians and suppliers
*Review technician notes and job reports to identify additional work opportunities or repair needs
*Create and issue customer proposals in a clear, professional format
*Track open quotes and follow up on outstanding proposals with customers or account managers
*Maintain pricing data and vendor cost lists for consistent, accurate estimating

Operations Coordination
*Support the service team with work order creation, scheduling coordination, and documentation
*Ensure jobs are properly entered, tracked, and closed in the service management system
*Assist with purchasing and materials coordination for approved service work
*Generate and review reports related to service revenue, open quotes, and job performance
*Communicate regularly with field staff to ensure job details, timelines, and expectations are clear
Customer & Administrative Support
*Provide timely and professional communication with clients regarding quotes, approvals, and job status
*Coordinate with accounting and billing teams to ensure accurate job costing and invoicing
*Support operations leadership in improving quoting processes and service workflows

Requirements
- 3+ years of experience preparing HVAC estimates and quotes HIGHLY .
- Extensive knowledge of commercial HVAC systems and BAS controls.
- Prior hands-on HVAC experience and knowledge.
- Excellent computer skills and use of work order software.
- Great communication skills, both internal and external.

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