Commercial HVAC Estimator

Remote – Full-Time
Schedule: Monday – Friday | 9:00 AM – 5:00 PM Eastern Time

About the Role

The Commercial HVAC Estimator is responsible for owning the commercial mechanical estimating process from invitation to bid through post-bid follow-up.

This role manages the complete estimating workflow, including organizing bid documentation, reviewing mechanical drawings and specifications, completing quantity takeoffs, obtaining vendor and subcontractor pricing, building estimates, preparing bid packages, and tracking results after submission.

This is not a data-entry role. The Estimator must have the technical knowledge and judgment to read specifications as carefully as drawings, identify engineering errors or omissions, understand commercial HVAC systems, and ensure the estimate accurately reflects the project requirements.

The Estimator works directly with company ownership, who assigns each bid, reviews every estimate, and determines final overhead, profit, and vendor selection. The role also works alongside an experienced in-house estimator to learn and maintain the company’s established estimating practices. Scope of Work (3)(20261020-1349…

Key Responsibilities

Bid Intake & File Management

• Receive invitations to bid.
• Download and organize all relevant bid documentation, including:
  • Drawings
  • Specifications
  • Addenda
  • Bid forms
  • Supporting documentation
• Create and maintain an organized project folder for every bid.
• Track every General Contractor (GC) receiving the bid.
• Document each GC’s required submission method, including:
  • Online bid portal
  • Email
  • Signed and sealed hard-copy submission
• Maintain an accurate bid log.
• Track:
  • Bid due dates
  • Addenda
  • Current status
  • Final bid results Scope of Work (3)(20261020-1349…

Plan & Specification Review

• Review mechanical drawings in detail.
• Review complete project specifications.
• Understand the full mechanical scope of work before estimating.
• Identify approved manufacturers.
• Identify special project requirements.
• Review specifications as thoroughly as project drawings.
• Identify engineering errors, omissions, and conflicts.
• Recognize conditions that could affect pricing, such as:
  • Missing dampers
  • Incorrect damper specifications
  • Fire-smoke damper requirements
  • Other inconsistencies between drawings and specifications
• Account for identified issues within the estimate.
• Flag scope questions and clarification requirements to ownership early in the estimating process. Scope of Work (3)(20261020-1349… Scope of Work (3)(20261020-1349…

Quantity Takeoffs

• Perform accurate mechanical quantity takeoffs from:
  • PDF drawings
  • AutoCAD drawings
• Complete takeoffs for:
  • Ductwork
  • Piping
  • Mechanical equipment
  • Air distribution devices
  • Dampers
  • Louvers
  • Insulation
  • Other mechanical components
• Apply the company’s established ductwork pricing factors.
• Perform internal ductwork takeoffs.
• Perform internal insulation takeoffs.
• Use internal calculations as a check against subcontractor pricing. Scope of Work (3)(20261020-1349…

Vendor & Subcontractor Pricing

• Request pricing from approved manufacturers and vendors according to project specifications.
• Obtain pricing for:
  • HVAC equipment
  • Air distribution
  • Controls
  • Duct fabrication
  • Insulation
  • Other required mechanical components
• Send vendors and subcontractors the appropriate:
  • Takeoffs
  • Drawings
  • Specifications
• Establish clear response deadlines for pricing requests.
• Follow up persistently until all required lines are priced.
• Escalate unresponsive vendors to ownership when necessary.
• Compare proposals for completeness.
• Review inclusions.
• Review exclusions.
• Identify gaps between vendor proposals and project requirements. Scope of Work (3)(20261020-1349…

Estimate Development

• Build each estimate using the company’s established Microsoft Excel estimating workbook.
• Enter vendor proposals.
• Enter subcontractor proposals.
• Clearly document what each proposal includes.
• Ensure all required scope is represented before owner review.
• Prepare estimates for ownership review.
• Support ownership in reviewing the estimate before final:
  • Overhead
  • Profit
  • Vendor package
• Manage multiple active bids simultaneously.
• Begin the next takeoff while waiting for vendor or subcontractor pricing on another project.
• Maintain organization and accuracy across multiple concurrent estimates. Scope of Work (3)(20261020-1349…

Bid Submission Support

• Prepare the final proposal package.
• Prepare scope letters.
• Prepare inclusions and exclusions.
• Complete required bid forms.
• Submit bids through online portals when directed.
• Submit bids through email when directed.
• Prepare signed or sealed bid packages for ownership when hard-copy submission is required.
• Ensure all submission requirements are satisfied before the deadline. Scope of Work (3)(20261020-1349…

Post-Bid Follow-Up & Results Tracking

• Follow up with every General Contractor after bid submission.
• Determine the bid outcome.
• Identify where the company placed when ranking information is available.
• Record bid results.
• Record bid rankings.
• Review significant pricing variances with ownership.
• Use bid-result feedback to improve future estimating accuracy.
• Copy ownership on vendor and General Contractor correspondence. Scope of Work (3)(20261020-1349…

Additional Responsibilities

• Price smaller projects alongside larger commercial bids.
• Communicate honestly regarding estimating capacity before committing to additional bids.
• Identify when workload or deadlines may create execution risks.
• Document recurring estimating processes.
• Support development of the company’s Estimating Standard Operating Procedure (SOP). Scope of Work (3)(20261020-1349…

Qualifications

Required

• Degree or strong professional background in Mechanical Engineering.
• Working knowledge of commercial HVAC systems, including:
  • Air handlers
  • Chillers
  • Cooling towers
  • Pumps
  • Ductwork
  • Piping
  • Controls
• Experience with commercial HVAC systems is required; residential-only HVAC experience is not sufficient.
• Experience performing mechanical takeoffs.
• Experience preparing estimates for commercial or institutional projects.
• Ability to read and interpret mechanical drawings.
• Ability to read and interpret detailed mechanical specifications.
• Experience working with PDF drawings.
• Ability to work with AutoCAD drawing files.
• Advanced Microsoft Excel skills.
• Professional written and spoken English.
• Ability to communicate professionally with:
  • Vendors
  • Subcontractors
  • General Contractors
• Highly organized.
• Strong attention to detail.
• Dependable with deadlines.
• Self-directed working style.
• Ability to follow up independently without waiting to be instructed.
• Comfortable using AI tools to accelerate:
  • Research
  • Drafting
  • Routine administrative work

Spanish is considered an additional advantage. Scope of Work (3)(20261020-1349… Scope of Work (3)(20261020-1349…

Preferred

• Previous estimating experience with a U.S. mechanical contractor.
• Experience estimating healthcare projects.
• Experience estimating educational or institutional projects.
• Familiarity with digital takeoff platforms such as:
  • Bluebeam
  • PlanSwift
• Familiarity with online bid platforms such as:
  • BuildingConnected
• Knowledge of U.S. mechanical codes.
• Familiarity with U.S. specification formats.
• Familiarity with CSI MasterFormat. Scope of Work (3)(20261020-1349…

Typical Workday

9:00 AM – Bid Review & Planning

• Review email.
• Review the bid log.
• Check new invitations to bid.
• Review new addenda.
• Review incoming vendor responses.

9:30 AM – Ownership Check-In

• Conduct a brief check-in with ownership.
• Review:
  • Current priorities
  • Deadlines
  • Open questions
  • Potential blockers

10:00 AM – Plans, Specifications & Takeoffs

• Review plans and specifications for active bids.
• Continue mechanical quantity takeoffs.
• Identify scope issues requiring clarification.

12:00 PM – Vendor & Subcontractor Pricing

• Send quote requests.
• Follow up on outstanding vendor pricing.
• Follow up with subcontractors.
• Track missing pricing requirements.

1:30 PM – Estimating Execution

• Continue takeoffs.
• Begin another bid when appropriate while awaiting vendor pricing.
• Maintain progress across multiple active bids.

3:30 PM – Estimate Development

• Enter vendor and subcontractor proposals into the estimating workbook.
• Review proposal scope.
• Prepare estimates for ownership review.

4:30 PM – Post-Bid Follow-Up

• Follow up with General Contractors regarding previously submitted bids.
• Record results.
• Update bid rankings when available.
• Update the bid log.

4:50 PM – End-of-Day Recap

Provide a written recap covering:

• Bids currently in progress.
• Outstanding vendor pricing.
• Open questions.
• Blockers.
• Relevant follow-up requirements. Scope of Work (3)(20261020-1349…

Typical Workweek

Monday

• Review the week’s bid calendar with ownership.
• Review estimating capacity.
• Identify upcoming deadlines.
• Establish priorities.
• Open and organize new bid files.

Tuesday – Wednesday

Primary estimating execution focused on:

• Quantity takeoffs.
• Vendor pricing requests.
• Subcontractor pricing.
• Plan and specification review.
• Estimate development.

Thursday

• Conduct estimate-review meetings with ownership.
• Resolve outstanding questions.
• Finalize submission packages.

Friday

• Complete bids due that week.
• Submit finalized packages.
• Follow up with General Contractors.
• Record bid results and rankings.

Bid deadlines drive the workweek. Occasional evening or weekend work may be requested for larger bids and will be arranged in advance. Scope of Work (3)(20261020-1349…

Performance Evaluation & Accountability

Performance will be evaluated based on the Commercial HVAC Estimator’s ability to deliver accurate, complete, timely, and competitive estimates while maintaining strong communication with ownership, vendors, subcontractors, and General Contractors.

The position is expected to progressively increase bid volume as the Estimator becomes more familiar with the company’s estimating methodology and systems. Scope of Work (3)(20261020-1349…

Key Performance Indicators (KPIs)

• On-Time Bid Submission: 100% of bids submitted on or before the required deadline.
• Large Bid Volume: Complete approximately 2–3 large bids per month during the first 90 days, increasing as experience and familiarity grow.
• Approved-Manufacturer Coverage: Every approved-manufacturer line must be either priced or clearly flagged before estimate review.
• General Contractor Follow-Up: Follow-up documented for every submitted bid, with ownership copied.
• Bid Results Tracking: Bid result and ranking recorded whenever the General Contractor shares results.
• Large Variance Review: Every significant pricing outlier reviewed with ownership to improve future estimating. Scope of Work (3)(20261020-1349…

Reporting Structure

• Reports directly to company ownership.
• Ownership assigns bids.
• Ownership reviews every estimate.
• Works alongside the experienced in-house estimator.
• In-house estimator supports transfer of company-specific estimating practices.
• Daily check-ins during onboarding.
• Check-ins transition to weekly once fully ramped.
• Written end-of-day recap provided daily. Scope of Work (3)(20261020-1349…

Software & Tools

• Microsoft Excel – Company estimating workbook.
• PDF Viewers – Drawing and specification review.
• AutoCAD Drawing Files – Mechanical plan review.
• Digital Takeoff Software – Specific platform configured during onboarding.
• Company Email – Vendor, subcontractor, and GC communication.
• Shared Project Folders – Bid-file organization and documentation.
• BuildingConnected or Similar Bid Platforms – Online bid management and submission.
• Microsoft Teams / Google Meet – Video meetings and check-ins.
• WhatsApp / Phone – Quick internal communication.
• Business Phone Line – Vendor and General Contractor calls.
• ChatGPT / Claude – AI-assisted research, drafting, and productivity. Scope of Work (3)(20261020-1349…

90-Day Onboarding Plan

Month 1 – Learn the Book

The first month focuses on learning the company’s estimating methodology, systems, and expectations.

Key activities include:

• Complete company orientation.
• Complete industry and workflow orientation.
• Receive access to:
  • Company email
  • Shared folders
  • Estimating workbook
  • Business phone line
• Complete 1–2 weeks of hands-on training on the estimating workbook and company-specific methodology with the company’s former Chief Estimator.
• Shadow the in-house estimator on a live commercial bid.
• Build the first complete estimate under review.

Month 2 – Run With Backup

The second month transitions the Estimator into greater ownership.

Key activities include:

• Price approximately 2–3 large bids, in addition to smaller opportunities.
• Continue operating with ownership review.
• Own vendor pricing from request through completion.
• Own General Contractor follow-up end to end.
• Begin drafting the company’s Estimating SOP.
• Demonstrate increasing independence while maintaining accuracy.

Month 3 – Own It

The third month focuses on independent estimating ownership.

Key activities include:

• Manage a steady bid volume independently.
• Communicate honestly regarding available capacity.
• Manage multiple bids without sacrificing quality.
• Participate in a monthly results review with ownership.
• Transition routine check-ins from daily to weekly.

All training sessions are recorded and added to a training library so the Estimator can revisit company-specific processes and procedures as needed. Scope of Work (3)(20261020-1349… Scope of Work (3)(20261020-1349…

Work Environment

• Fully remote.
• Full-time.
• Monday through Friday.
• Aligned with U.S. Eastern business hours.
• Quiet, dedicated workspace suitable for professional video calls.
• Reliable high-speed internet connection.
• Backup internet connection required.
• Backup power required.
• Computer capable of efficiently handling large mechanical drawing files.
• Two monitors or one large monitor are strongly recommended for takeoffs.
• Webcam required.
• Professional headset required.
• Camera on during check-ins, particularly throughout onboarding.
• Professional and responsive communication expected through:
  • Email
  • Phone
  • Video meetings Scope of Work (3)(20261020-1349…

About the Company

Our client is a family-owned commercial mechanical contractor in South Florida with nearly three decades of experience.

The organization specializes in pricing and installing commercial HVAC systems for projects such as:

• Hospitals
• Schools
• Universities
• Commercial buildings

The company works directly with General Contractors across both negotiated and competitive bid opportunities.

Its operation combines a tight-knit office team with experienced field crews, with estimating serving as a critical engine for maintaining a healthy project pipeline.

The organization is expanding its estimating capacity by adding a second estimator to work alongside its long-tenured in-house estimator. The objective is to increase the number of projects the company can confidently pursue and price without sacrificing estimating quality.

This position will also be the company’s first remote team member, supported by a structured onboarding process and direct access to ownership. Scope of Work (3)(20261020-1349…

Final Notes

The Commercial HVAC Estimator is expected to become a trusted technical contributor within the company’s estimating operation.

Success in this role means:

• Bid opportunities are organized immediately upon receipt.
• Drawings and specifications are thoroughly reviewed.
• Engineering omissions and conflicts are identified before pricing is finalized.
• Commercial HVAC takeoffs are accurate.
• Vendor and subcontractor pricing is complete.
• Missing pricing is proactively pursued rather than passively awaited.
• Every required manufacturer line is priced or flagged before review.
• Estimates are organized and ready for ownership review.
• Multiple bids can move simultaneously without losing visibility or accuracy.
• Bid packages are submitted on time.
• General Contractors receive consistent post-bid follow-up.
• Results and rankings are captured and used to improve future estimating.
• The Estimator communicates honestly about capacity.
• Recurring estimating processes are documented into a scalable SOP.
• During the first 90 days, the Estimator progresses from training and supervised estimating into independent ownership of a steady commercial bid volume.