Commercial HVAC/Plumbing Quotation Specialist
Commercial Service Department
Woodbridge, Ontario
Salary: 90,000-125,000 + Bonus + benefits
We are seeking a detail-oriented and customer-focused Commercial HVAC/Plumbing Quotation Specialist to support our Commercial Service team. This role is ideal for someone with a technical understanding of HVAC and plumbing systems who enjoys preparing accurate quotes, working with clients, and partnering closely with service and project teams.
The successful candidate will be responsible for preparing professional quotation packages for commercial clients, including pricing parts, labour hours, materials, and scope of work. This person will use tools such as Excel, Word, PDF documents, vendor portals, and AI-supported resources to create clear, accurate, and client-ready proposals.
This is a great opportunity for someone who is technically strong, organized, and commercially minded, someone who can quote the work accurately while also building trust with clients and supporting account growth.
Key Responsibilities
- Prepare accurate commercial HVAC and plumbing quotation packages, including parts, labour, materials, scope details, assumptions, and exclusions.
- Review service reports, work orders, site notes, photos, drawings, specifications, and project documentation to understand the required scope.
- Look up pricing for equipment, replacement parts, materials, subcontractors, and labour requirements.
- Work closely with service technicians, project managers, suppliers, and internal teams to ensure quotes are technically accurate and commercially competitive.
- Create professional client-facing quote packages using Excel, Word, PDF tools, internal templates, and AI-supported tools.
- Communicate directly with clients to clarify scope, answer questions, follow up on quotations, and support the sales process.
- Maintain organized records of quoted work, pricing details, revisions, approvals, and client communication.
- Support the Commercial Service team by helping identify opportunities for additional work, upgrades, preventative maintenance, or account growth.
- Ensure quotations are reviewed, accurate, complete, and submitted in a timely manner.
- Assist with handoff to project/service teams once work is approved to ensure scope, pricing, and expectations are clearly understood.
What We’re Looking For
- Technical understanding of commercial HVAC and plumbing systems.
- Experience preparing quotes, estimates, proposals, work packages, or service pricing in HVAC, plumbing, mechanical, construction, facilities, or building services.
- Strong computer skills, including Excel, Word, PDF editing/markup, and comfort using technology or AI-supported tools.
- Ability to read and interpret service notes, work orders, specifications, parts lists, basic drawings, or site documentation.
- Strong communication skills with the ability to speak confidently with clients, technicians, suppliers, and project teams.
- Sales-minded personality — someone who enjoys client interaction, follow-up, relationship building, and helping grow accounts.
- Strong attention to detail, organization, and ability to manage multiple quotes at different stages.
- Ability to balance technical accuracy with customer service and commercial urgency.
Nice to Have
- Previous experience in commercial HVAC, plumbing, mechanical contracting, service estimating, inside sales, or quotations.
- Experience working with service departments, project managers, technicians, or account managers.
- Familiarity with HVAC/plumbing parts, equipment, labour hours, service margins, and vendor pricing.
- Experience with estimating software, CRM systems, service management software, or vendor pricing portals.
- Ability to review drawings, specifications, take-offs, site photos, or technician recommendations.
Ideal Profile
The ideal candidate could come from a few different backgrounds:
- HVAC/plumbing inside sales representative
- Mechanical service estimator
- Commercial service coordinator with quoting experience
- HVAC/plumbing quotation specialist
- Former technician who is strong administratively and client-facing
- Project coordinator or junior project manager from mechanical contracting
- Counter sales/wholesale HVAC or plumbing professional ready to move into a client-facing quoting role
Personality Fit
This role requires someone who is more than just administrative. The right person should be:
- Technically curious
- Detail-oriented
- Client-friendly
- Commercially aware
- Comfortable asking questions
- Organized and responsive
- Confident enough to speak with clients
- Sales-minded without being overly aggressive
