HVAC Service Estimator and Parts Administrator

Sagamore

Hingham, MA

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 Responsibilities

Estimating, Parts Research, Ordering & Tracking

Review technician work order notes for repairs
Gather 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 resources
Order parts from manufacturers and distributors to meet service timelines and cost targets
Track all parts orders from purchase through delivery and installation
Expedite backordered or critical parts as needed
Monitor open PO’s, back orders and delivery exceptions; proactively resolve issues to prevent schedule impact
Communicate part status updates to service technicians, dispatch, and service management
Maintain accurate parts records, including costs, lead times, and warranty status
Coordinate returns, credits, and warranty claims with vendors

Service Billing & Invoicing Support

Prepare, review, and process service invoices accurately and promptly
Verify labor, materials, and parts charges match service tickets and work orders
Ensure proper markup, pricing, and tax application per company policy
Resolve billing discrepancies with technicians, service managers, or customers
Submit invoices according to customer billing requirements and timelines
Assist with follow-up on missing documentation or approvals required for billing

Administrative & System Support

Enter and maintain service data in the service management/ERP system
Support service managers with reporting on parts usage, costs, and billing status
Assist with process improvements to reduce billing delays and part shortages
Assist with the implementation and optimization of procurement systems and tools

Customer & Vendor Communication

Act as a point of contact for vendors regarding parts availability and pricing
Communicate professionally with customers regarding invoice questions when needed
Maintain strong working relationships with suppliers to ensure reliable service support

Required Qualifications

High 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 terminology
Experience with service management or accounting software
Excellent organizational and time-management skills
High attention to detail and accuracy
Strong written and verbal communication skills

Preferred Qualifications