HVAC Operations & Estimating Coordinator at SSH Real Estate – West Chester, Pennsylvania

About SSH Facilities
SSH Facilities delivers reliable HVAC and facility maintenance services across Pennsylvania and the Mid-Atlantic. Our team helps clients maintain efficient, comfortable, and dependable building systems — supported by strong internal operations and a commitment to quality service.

Position Summary

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

You’ll gather information from the field, prepare and track service quotes, assist with project coordination, and help maintain operational systems that keep the service department running smoothly.

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

Qualifications

• Experience: 3+ years in HVAC, mechanical, or related service-industry operations; experience preparing estimates or quotes preferred
• Controls Experience: Experience working with and/or operating Building Automation System (BAS) controls, including interpreting system data, understanding controls-based sequences of operations and supporting clients and technicians with BAS-related service needs.
• Skills: Strong attention to detail, analytical mindset, and comfort working with numbers and cost data
• Tools: Proficiency with service management software (e.g., ServiceTitan, FieldEdge, or similar) and Microsoft Office (Excel, Outlook, Word)
• Knowledge: Understanding of HVAC service, repair scopes, and mechanical system components
• Work Style: Organized, professional, and able to balance multiple priorities