Lead Estimator

Summary: Lead the estimating function for HVAC/piping and related mechanical work by producing accurate, competitive, and timely bids. Provide estimating leadership across scope review, quantity takeoffs, subcontractor/vendor buyout, risk review, and estimating-to-operations turnover in accordance with company procedures. Provides day-to-day directions and mentoring to estimators and estimating assistants.

Key Responsibilities

• Review drawings, specifications, addenda, and contract requirements to define complete mechanical scope (HVAC, hydronic/steam, plumbing, process piping, equipment, controls, insulation, TAB, etc.).
• Develop bid plans, bid calendars, and internal assignments to meet submission deadlines
• Perform and/or oversee detailed digital quantity takeoffs and ensure takeoffs reflect project intent, inclusions/exclusions, and company standards.
• Identify constructability concerns, scope gaps, and coordination items, document clarifications and assumptions for bid day
• Solicit and maintain coverage from key subcontractors and suppliers; issue RFQs with clear scope, alternates, and schedule requirements
• Analyze, level, and normalize vendor/subcontractor quotes to confirm scope completeness, compliance, and best value; document exceptions and carry-backs
• Build labor, material, equipment, and subcontract pricing using current market data, productivity factors, and historical cost information
• Lead estimate reviews (“page turns”), validate quantities and pricing, and confirm inclusions/exclusions prior to bid submission
• Prepare bid forms, scope letters, alternates, unit prices, and proposal narratives that clearly communicate the mechanical scope and assumptions
• Assess risk and opportunity (schedule, labor availability, logistics, phasing, subcontractor risk, escalation) and recommend contingency and markups consistent with bid strategy
• Collaborate with operations, project management, and engineering to identify value engineering options and cost-saving alternates without compromising performance or code compliance
• Support go/no-go decisions by providing ROM budgets, workload impacts, and competitive analysis when available
• Participate in pre-bid meetings and site walks as required; capture field conditions and constraints that affect pricing
• Support post-bid negotiations, scope reconciliation, and contract review; provide backup and clarifications as requested by the GC/client
• Lead estimating-to-operations turnover: deliver estimate recap, basis-of-estimate, subcontractor quote tabs, and quantity/labor assumptions to the project team
• Provide day-to-day leadership to estimating staff: assign work, set priorities, review deliverables, and coach on best practices for mechanical takeoff and pricing
• Help maintain and improve estimating procedures, assemblies, labor factors, and historical cost databases to increase estimate accuracy and consistency
• Coordinate document control for bids (drawings/specs/addenda), maintain organized estimate files, and ensure compliance with company estimating standards
• Track bid activity and outcomes (win/loss, margin, scope trends) and share observations to improve future pricing and strategy
• Perform other duties as assigned to support the estimating and preconstruction functions

Qualifications

• 5 years of mechanical estimating experience (commercial/industrial HVAC, piping, plumbing), with demonstrated ability to lead estimates and/or mentor other estimators
• Strong understanding of mechanical systems means and methods, code considerations, and typical subcontractor scopes (controls, insulation, TAB, rigging, etc.)
• Ability to read and interpret drawings, specifications, addenda, and contract documents; skilled at scope definition and bid clarifications
• Proficiency with estimating and takeoff tools, including AutoBid (company estimating platform), and strong working knowledge of related takeoff/document tools as applicable (e.g., Bluebeam) and Microsoft Excel/Word/Outlook.
• Strong analytical, organizational, and time-management skills; ability to manage multiple bids and deadlines simultaneously
• Effective communication skills for internal reviews, vendor/subcontractor coordination, and proposal/negotiation support
• Valid driver’s license; ability to attend site walks and pre-bid meetings as needed.