Service Coordinator​/Estimator

Job Description SERVICE PROJECT COORDINATOR / ESTIMATOR

Pay-$25-$28 per hour BOE

Kodiak is seeking a Service Project Coordinator / Estimator to support a commercial mechanical service team in the Nashville area. This position develops accurate, timely estimates and coordinates approved HVAC and plumbing service projects from the initial customer request through completion.

You will serve as a central connection between customers, service technicians, account managers, field operations, dispatch, vendors, subcontractors, purchasing, and accounting. The ideal candidate understands commercial mechanical systems and can turn field findings into clear scopes, competitive proposals, organized work packages, and well-managed projects.

• Review customer requests, technician recommendations, service reports, photographs, drawings, specifications, equipment data, and site conditions.
• Conduct jobsite visits, field measurements, and pre-bid walkthroughs when needed to confirm existing conditions and project requirements.
• Prepare estimates for commercial HVAC, plumbing, controls, equipment replacement, retrofit, renovation, and related service projects.
• Calculate labor, material, equipment, subcontractor, rental, permit, freight, tax, disposal, and other project-specific costs.
• Complete material and equipment takeoffs and obtain pricing, availability, lead times, and scope coverage from vendors and subcontractors.
• Identify scope gaps, access restrictions, shutdown requirements, long-lead items, and other cost or schedule risks.
• Prepare clear proposals defining the scope of work, price, assumptions, exclusions, alternates, schedule expectations, and proposal validity.
• Maintain an organized log of open estimates, customer approvals, revisions, and follow-up activities.

• Create complete sold-job packages and transition approved work from estimating into field operations.
• Establish project files, budgets, cost codes, purchase requirements, schedules, and internal job information.
• Provide field personnel with the approved scope, drawings, equipment information, customer requirements, safety considerations, and material lists.
• Coordinate equipment and material releases, purchase orders, subcontractors, permits, rentals, submittals, and delivery schedules.
• Coordinate project schedules with customers, dispatch, technicians, supervisors, vendors, and subcontractors.
• Track labor, materials, commitments, and overall project cost performance; communicate potential budget or margin concerns promptly.
• Prepare and track RFIs, scope clarifications, change orders, and additional-work authorizations.
• Support invoicing and closeout by confirming completed work, approved changes, billable amounts, punch-list items, warranties, and required documentation.

• Serve as a responsive point of contact and communicate proposal status, lead times, schedules, scope changes, and project progress.
• Work closely with technicians so field findings and recommendations are represented accurately in customer proposals.
• Partner with accounting and administrative teams on project setup, purchasing, job-cost reporting, billing, and closeout.
• Participate in estimate reviews, project handoffs, scheduling meetings, and job-cost reviews.
• Include required safety measures, access provisions, permits, lifts, rigging, and related costs in estimates.
• Help field teams understand site-specific hazards and customer safety requirements before work begins.
• Maintain complete, accurate project documentation and protect confidential customer, pricing, and company information.

• Two or more years of experience in commercial HVAC, plumbing, mechanical service, construction…