Service Special Projects Estimator - HVAC/Mechanical

Department:

Service/Special Projects

Reports To:

Service Manager Special Projects Manager/Service Operations Manager

Position Summary:

The HVAC/Plumbing Service-Special Projects Estimator is responsible for developing accurate, competitive cost estimates for service-based construction projects that typically range from small mechanical retrofits and commercial fit-outs to complex mechanical system replacements and design-assist work. This role supports Service Special Project execution by bridging operational functions by assisting sales, operations, and project management teams with precise pricing, scope development, and risk analysis.

The estimator mostly (but not limited to) focuses on non-plan/spec service projects, often involving occupied facilities, fast-track schedules, and tight coordination with internal sales, customers, vendors, subcontractors and internal project managers & technicians.

Key Responsibilities:

Estimating & Preconstruction

• Prepare detailed cost estimates for HVAC/plumbing & construction service projects, including:

Equipment replacements

System upgrades and retrofits

Controls, piping, and mechanical repairs

Commercial fit-outs and light to complex construction projects

• Perform site visits to assess existing conditions, access constraints, phasing requirements, and safety considerations.
• Develop accurate labor projections and aid project managers in project tasking for proposals using subcontractor proposals, historical data, productivity rates, and field input.
• Solicit, review, and evaluate vendor and subcontractor pricing.
• Identify constructability issues and value engineering opportunities.
• Prepare & identify takeoffs, detailed scopes of work, exclusions, and assumptions.
• Support design-build and design-assist estimating efforts.

Sales & Client Support:

• Work closely with service sales representatives to develop proposals and pricing strategies.
• Assist in preparing customer-facing proposals, including narratives, budgets, exclusions, and alternates.
• Participate in customer meetings and walkthroughs when required.
• Support negotiations and scope clarifications with clients.

Project Handoff & Support:

• Provide thorough project handoff packages from sales to project managers and field.
• teams.
• Assist operations during execution with change order pricing and scope
• clarification.
• Support post-job reviews to improve estimating accuracy and lessons learned.

Coordination & Collaboration:

• Collaborate with service Gordian team, technicians, project managers, architects, engineers, and procurement teams.
• Maintain strong relationships with suppliers and subcontractors.
• Stay current with equipment pricing, lead times, labor trends, and market conditions.

Required Qualifications:

Experience

• 5-10 years of experience in HVAC/Plumbing estimating within service special project operations. Project management experience in General Contracting a plus.
• Proven experience estimating service-based or special project replacement work.
• Strong understanding of mechanical and plumbing systems in commercial and light industrial environments.

Technical Skills:

• Ability to read and interpret drawings, specifications, and field conditions.
• Strong knowledge of HVAC equipment (RTUS, boilers, chillers, VRF, hydronics, etc.) plumbing systems, and general contracting activities.
• Proficiency with estimating software and tools (e.g., Excel, Bluebeam,
• Northboundary, or similar).
• Solid understanding of labor units, material costs, and subcontractor pricing.

Soft Skills:

• Strong organizational and time management skills.
• Excellent written and verbal communication abilities.
• Detail-oriented with the ability to manage multiple estimates simultaneously. Collaborative mindset with a customer-focused approach.
• Ability to work independently and make sound judgment calls.

Preferred Qualifications:

• Field experience as an HVAC or plumbing technician.
• Experience in design-build or negotiated work environments.
• Knowledge of local codes, permitting processes, and safety regulations. Familiarity with service agreement work and maintenance-driven projects.

Physical & Work Environment:

Combination of office work and job-site visits.

Ability to access rooftops, mechanical rooms, and active construction sites. Occasional lifting of materials up to 25 lbs.

Key Performance Indicators (KPIs):

• Estimate accuracy and margin performance for Gordian proposals. Hit rate (awarded work vs. bids submitted) for quoted jobs.
• Timeliness of estimates and proposals.
• Quality of hand off documentation.
• Contribution to overall service - Special Projects divisional growth.

Why This Role Matters:

This position plays a critical role in the profitability and scalability of the service - special projects division. Accurate estimating ensures competitive pricing, successful execution, and long-term customer retention.

Job Type: Full-time

Pay: $90,000.00 - $120,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Retirement plan
• Vision insurance

Application Question(s):

• Do you have strong knowledge of HVAC equipment (RTUS, boilers, chillers, VRF, hydronics, etc.) plumbing systems, and general contracting activities?
• Do you have a solid understanding of labor units, material costs, and subcontractor pricing?

Experience:

• HVAC/Mechanical Estimating: 5 years (Required)

License/Certification:

• Driver's License (Required)

Work Location: In person

Salary : $90,000 - $120,000