HVAC Sales/Estimator

Job Title: HVAC Sales/Estimator

Position Summary

The HVAC Sales/Estimator is responsible for developing new business, maintaining existing customer relationships, and preparing accurate and profitable estimates and proposals for HVAC service, replacement, installation, retrofit, and related projects. This role works closely with customers to understand their needs, evaluate existing systems and project requirements, develop appropriate solutions, and present clear proposals.

The HVAC Sales/Estimator serves as a key connection between the customer and the appropriate service or installation team, ensuring that project scope, pricing, timelines, equipment, materials, and customer expectations are clearly communicated. This position is responsible for providing a professional customer experience from the initial opportunity through project completion and follow-up.

Key Responsibilities

• Develop new business opportunities through client acquisition, referrals, industry relationships, and existing customer engagement


• Build and maintain strong relationships with current and prospective customers


• Respond to assigned leads promptly, with all leads addressed the same day whenever possible and within 24 hours


• Qualify leads and opportunities based on customer needs, project requirements, company capabilities, and business objectives


• Meet with customers to understand their needs, concerns, goals, and project requirements


• Evaluate existing HVAC systems, equipment, and jobsite conditions to determine appropriate solutions


• Prepare accurate, detailed, and profitable estimates for HVAC service, replacement, installation, retrofit, and other related projects


• Review plans, specifications, equipment requirements, service history, and project scope as needed


• Develop clear and complete proposals using company-approved forms and procedures


• Ensure estimates include applicable labor, equipment, materials, subcontractors, permits, service requirements, and other project costs


• Clearly identify project scope, exclusions, assumptions, and customer responsibilities


• Obtain equipment and material pricing from vendors and confirm availability and lead times


• Present estimates and proposals to customers and clearly explain recommended solutions


• Follow up on proposals and opportunities in a timely and professional manner


• Coordinate with the Sales Manager on significant, unusual, or questionable opportunities before proceeding or declining


• Communicate project or service scope, pricing, customer expectations, and timelines to the appropriate service or installation team


• Provide a complete and detailed handoff to service coordinators, project coordinators, field supervisors, technicians, and/or installation team members as appropriate


• Communicate schedules and timelines to customers once established


• Coordinate with internal teams and vendors to ensure required equipment, tools, parts, and materials are available when needed


• Maintain accurate records of customer interactions, estimates, proposals, service information, and project details


• Participate in customer, industry, and company events to develop relationships and identify new opportunities


• Stay current with HVAC technology, equipment, industry practices, and applicable codes


• Provide post-sale follow-up, including service or project close-out, customer training, operation and maintenance information, warranty documentation, permit close-outs, and other applicable documentation


• Identify opportunities for Maintenance Agreements, service work, replacement projects, and additional services


• Support customer retention by providing reliable communication, timely follow-up, and effective solutions


• Take initiative to identify additional opportunities and scopes of work consistent with company capabilities


• Perform other duties and responsibilities as assigned by the appropriate supervisor

Qualifications

• High school diploma or GED required


• Several years of proven HVAC sales, estimating, service, installation, or related industry experience preferred


• Strong knowledge of HVAC systems, equipment, and applications


• Ability to evaluate HVAC systems and jobsite conditions


• Ability to read and interpret plans, specifications, service information, and project requirements


• Experience preparing HVAC estimates and proposals preferred


• Valid driver's license with clean driving record


• Strong mathematical and analytical skills


• Excellent written and verbal communication skills


• Strong organizational and time-management skills


• Ability to manage multiple opportunities, estimates, and deadlines


• Ability to work independently while maintaining strong communication with customers and internal teams

Preferred Skills

• Experience with HVAC service, replacement, installation, retrofit, or project estimating


• Knowledge of commercial and/or residential HVAC systems


• Experience with HVAC equipment selection and system applications


• Knowledge of applicable HVAC codes and industry standards


• Familiarity with construction plans, specifications, service records, and estimating processes


• Strong customer relationship and consultative sales skills


• Ability to explain technical HVAC information in a clear and understandable manner


• Strong attention to detail and commitment to estimate accuracy


• Ability to identify project risks, scope gaps, and potential additional work


• Experience with estimating, CRM, service management, or project management software


• Ability to develop long-term customer relationships and identify opportunities for additional services

Work Environment

• Combination of office, customer, service, and active jobsite environments


• Regular travel to customer locations, service locations, project sites, and meetings


• May require access to attics, roofs, basements, crawl spaces, mechanical rooms, and other areas to evaluate existing systems and project requirements


• May require use of ladders, lifts, and other approved means of access


• Exposure to mechanical equipment, construction environments, varying weather conditions, and other jobsite hazards


• Personal Protective Equipment (PPE) is required when working in hazardous environments and may include eye protection, hearing protection, fall protection, protective footwear, and other equipment as required

Education & Experience

• High school diploma or equivalent required


• Post-secondary education in business, construction, engineering, HVAC, or a related field is beneficial


• Several years of proven HVAC sales, estimating, service, installation, or project experience preferred


• Training or experience in sales, customer service, estimating, or project management is beneficial


• Ongoing training in HVAC technology, equipment, estimating, and industry practices is expected

Compensation & Benefits

• Competitive salary and/or commission structure based on experience and company compensation plan


• Sales and performance incentive opportunities


• Health, dental, and vision insurance


• 401(k) with company match


• Paid time off and holidays


• Company-provided training and professional development


• Opportunities for career advancement within the Service, Install, and Sales functions