Proposal & Project Coordinator (HVAC)

Proposal & Project Coordinator (HVAC) Pro Heating and Cooling, Inc. Portland, Oregon Proheatingandcoolinginc.com Pay: Dependent on Experience, Starting at $18 an hour. Job Type: Full-time Schedule: Monday–Friday, 8-hour shift Work Location: In person About Us At Pro Heating and Cooling Inc., we’re more than an HVAC company — we’re a family-run, minority-owned business built on trust, quality work, and strong relationships. Founded by two brothers, we’ve grown through consistent workmanship and clear communication with homeowners and builders alike. Our team takes pride in doing things the right way and creating a professional, supportive environment where each role directly contributes to project success. Position Summary The Proposal & Project Coordinator plays a key role in supporting our HVAC operations by preparing accurate proposals, coordinating with builders and homeowners, and acting as a primary point of contact during the pre-construction and project setup phase. This is a customer-facing role that requires strong communication, organization, and attention to detail to ensure projects move smoothly from proposal to kickoff. A Day in the Life In this role, your day starts by reviewing active proposals and following up on pending approvals from builders and homeowners. You’ll prepare and send HVAC proposals, ensuring pricing, scope, and documentation are accurate and professional. Throughout the day, you’ll communicate directly with customers, builders, and internal team members via phone and email—answering questions, clarifying scope of work, and guiding customers through next steps. You’ll coordinate closely with sales, project managers, and field teams to gather job details and ensure everything needed for job setup is in place once a proposal is approved. As projects move forward, you’ll assist with scheduling coordination, documentation, and maintaining organized records so nothing falls through the cracks. By the end of the day, you’ll know exactly where each project stands and take pride in keeping communication clear, organized, and professional. Key Responsibilities Prepare, format, and send HVAC proposals, estimates, and job documentation Communicate directly with builders, homeowners, and internal team members via phone and email Answer customer questions regarding proposals, scope of work, timelines, and next steps Coordinate with sales, project managers, and field technicians to gather required job details Track proposal status, approvals, and follow-ups to ensure timely responses Maintain organized records of proposals, contracts, and correspondence Assist with job setup, scheduling coordination, and documentation after proposal approval Ensure all communications align with company professionalism and brand standards Support builder relationships through clear, timely, and professional communication Qualifications & Skills Previous experience in HVAC, construction, or a related trade preferred Strong written and verbal communication skills (customer-facing role) Comfortable working with builders, homeowners, and vendors Highly organized with strong attention to detail Ability to manage multiple proposals and deadlines simultaneously Proficient with email, estimating software, and office systems Professional, friendly, and solution-oriented demeanor Ability to work independently and as part of a team Bilingual (English/Spanish) Required Why Join Pro Heating & Cooling Inc Stable, growing HVAC company with a strong reputation Professional, supportive team environment Opportunity to work closely with builders and homeowners Play a vital role in project success from proposal through kickoff Clear processes and room to grow within the company Requirements Experience: Customer service: 1 year (Required) Bilingual (English/Spanish) Required Construction, HVAC, or project coordination experience preferred Ability to Commute: Portland, OR 97219 (Required) Pay: $18.00 - $21.00 per hour Benefits: 401(k) 3% Match Dental insurance Health insurance Life insurance Vision insurance Work Location: In person