HVAC Estimator

Description

HVAC Estimator

Department: John C Cassidy AC & Plumbing  

Reports To: John Cassidy  

Direct Reports: None  

Location: Riviera Beach, FL In Office  

Employment Type: Full-Time

Position Summary

The HVAC Estimator prepares plans, specifications, and design-build estimates for mechanical systems. This position assesses customer needs, develops and presents HVAC replacement and upgrade proposals, prepares competitive and profitable estimates, processes orders, and works with company team members to support customer satisfaction. The role works with new and existing customers throughout the sales process while evaluating equipment and layout options.

Essential Duties and Responsibilities

Estimating & Cost Development

• Prepare cost estimates for HVAC systems, including ductwork, piping systems, and equipment for commercial projects, installations, retrofits, and residential equipment options.
• Account for labor, materials, equipment, subcontractors, and other direct costs within estimates.
• Review plans and specifications to determine scope of work.
• Perform material takeoffs and accurate quantity surveys using estimating software and experience.
• Ensure accurate job takeoffs and estimates.
• Gauge construction timelines accurately to ensure correct labor costs.
• Assist in developing strategies for bidding projects using the estimating system.

Bid, Proposal & Sales Management

• Submit proposals to customers, finalize pricing, and complete internal setups promptly.
• Ensure timely follow-up with all bids and contractors.
• Produce final bid results on all jobs, whether won or not.
• Develop and implement sales strategies for key accounts.
• Determine whether bid invitations align with the company’s capabilities and demand.
• Recognize value-engineering opportunities and other strategies that may provide a competitive advantage.
• Keep all bidding strategies confidential.

Vendor, Contractor & Project Coordination

• Coordinate with subcontractors and suppliers to ensure accurate and competitive pricing.
• Communicate with the Construction Project Manager and General Contractor regarding project setup, goals, delivery schedules, and job issues.
• Coordinate tasks and schedules with General Contractors, other trades, subcontractors, and vendors.
• Communicate long-lead-time items that could delay a project.
• Create and submit submittal packages.
• Purchase materials and equipment for approved jobs in a timely manner.

Documentation & Administrative Support

• Ensure timely production of project correspondence, including estimates, proposals, and follow-up information.
• Provide timely and accurate updates to bid, billing, and project status forms.
• Maintain job folders, files, and cut sheets as projects progress.
• Provide input on the efficiency and accuracy of estimating programs and strategies.
• Manage and maintain company resources in a positive and efficient manner.
• Complete other tasks as assigned.

KPI Measurements

Estimating Accuracy

• Estimate accuracy
• Job takeoff accuracy
• Labor cost accuracy
• Bid and proposal completion timeliness

Bid Performance

• Bid follow-up timeliness
• Bid win/loss tracking
• Competitive and profitable pricing
• Proposal turnaround time

Project Readiness

• Accuracy and timeliness of project setup information
• Submittal package completion
• Identification and communication of long-lead-time items
• Job file and project status accuracy

Cost & Vendor Management

• Supplier and subcontractor pricing competitiveness
• Material and equipment purchasing timeliness
• Identification of value-engineering opportunities

Qualifications

• Experience preparing HVAC or mechanical estimates, takeoffs, bids, and proposals.
• Ability to read and interpret plans, specifications, and project scope documents.
• Working knowledge of HVAC equipment, ductwork, piping systems, labor requirements, and construction timelines.
• Experience using estimating software and preparing accurate quantity surveys.
• Ability to coordinate effectively with customers, General Contractors, project managers, subcontractors, suppliers, and other trades.
• Strong organizational, follow-up, communication, and documentation skills.

Position Success Profile

A successful HVAC Estimator is accurate, organized, responsive, and commercially focused. This position supports profitable growth by producing complete and competitive estimates, maintaining disciplined bid follow-up, and ensuring project teams receive accurate information for a smooth transition from estimating through project setup.Success is measured by the accuracy and timeliness of estimates, bid and proposal execution, cost awareness, effective coordination with contractors and vendors, and the ability to identify risks, long-lead items, and value-engineering opportunities before they affect project performance.