HVAC Service Estimator and Parts Administrator

Here at Sagamore, we provide career opportunities to master your craft, earn competitive wages and make a real difference in the lives of our customers and our community. We are looking for employees who take pride in their work and see it as both an art and trade. You will work in an environment where your hard work is rewarded, recognized and appreciated. Your daily contributions will have a direct effect on the success of the company and your future. If you want to be part of something bigger than just a job – make this career move and apply today!The HVAC Service Estimator & Parts Administrator is responsible for estimating HVAC and plumbing service projects as well as researching, ordering, expediting, and tracking HVAC service parts while ensuring accurate and timely invoicing for the HVAC Service Department. This role is critical to minimizing technician downtime, maintaining service efficiency, and ensuring prompt and correct billing to customers.The ideal candidate is highly organized, detail-oriented, and comfortable working with vendors, technicians, and customers in a fast-paced service environment.Key ResponsibilitiesEstimating, Parts Research, Ordering & TrackingReview technician work order notes for repairsGather information and communicate with technicians to provide professional scope of work and quotes for customers.Prepare spot quotes and small job estimates for customers.Experience in pricing labor, materials and subcontractor work.Research HVAC replacement parts using model/serial numbers, OEM documentation, and supplier resourcesOrder parts from manufacturers and distributors to meet service timelines and cost targetsTrack all parts orders from purchase through delivery and installationExpedite backordered or critical parts as neededMonitor open PO's, back orders and delivery exceptions; proactively resolve issues to prevent schedule impactCommunicate part status updates to service technicians, dispatch, and service managementMaintain accurate parts records, including costs, lead times, and warranty statusCoordinate returns, credits, and warranty claims with vendorsService Billing & Invoicing SupportPrepare, review, and process service invoices accurately and promptlyVerify labor, materials, and parts charges match service tickets and work ordersEnsure proper markup, pricing, and tax application per company policyResolve billing discrepancies with technicians, service managers, or customersSubmit invoices according to customer billing requirements and timelinesAssist with follow-up on missing documentation or approvals required for billingAdministrative & System SupportEnter and maintain service data in the service management/ERP system Support service managers with reporting on parts usage, costs, and billing statusAssist with process improvements to reduce billing delays and part shortagesAssist with the implementation and optimization of procurement systems and toolsCustomer & Vendor CommunicationAct as a point of contact for vendors regarding parts availability and pricingCommunicate professionally with customers regarding invoice questions when neededMaintain strong working relationships with suppliers to ensure reliable service supportRequired QualificationsHigh school diploma or equivalent 3+ years of experience in HVAC service administration, parts coordination, or billing (commercial HVAC preferred)Strong understanding of HVAC equipment, components, and terminologyExperience with service management or accounting softwareExcellent organizational and time-management skillsHigh attention to detail and accuracyStrong written and verbal communication skillsPreferred QualificationsExperience with commercial HVAC service operationsFamiliarity with OEM HVAC parts and supply housesExperience with Sage / Field service Ops or similar ERP systemsBasic understanding of service contracts and warranty billingProficient in Excel, Word and other Microsoft tools.Skills & CompetenciesParts research and problem-solvingMultitasking in a fast-paced service environmentCost awareness and inventory controlCustomer service mindsetStrong follow-through and accountabilityWork Environment and Physical DemandsOffice-based with frequent interaction with service technicians and vendorsStandard business hours with occasional overtime during peak service seasonsOccasional lifting and/or moving up to 50 lbs.Benefits & Perks:Medical, Dental and Vision Insurance Flexible Spending Account401k with Company MatchProfit Sharing ProgramLong-Term Disability InsuranceCompany Paid Life InsuranceHoliday Pay