Commercial HVAC Estimator

Marick Mechanical, an Orion Services Group company | Location: Omaha, NE | On-site

Department: Sales | Reports To: Vice President of Sales | FLSA: Exempt | Travel: As Needed

Position Summary

The Commercial HVAC Estimator is responsible for preparing accurate, competitive, and timely cost estimates for commercial HVAC construction and small-project opportunities while managing assigned awarded projects from turnover through closeout. The role evaluates project documents, develops labor and material estimates, solicits and analyzes vendor and subcontractor pricing, identifies project risks, and prepares complete proposals aligned with Marick's margin expectations and customer requirements.

For assigned smaller projects, this position maintains ownership of scope, budget, schedule, documentation, customer communication, change management, billing coordination, and closeout. The role works closely with Sales, Operations, Project Management, field leadership, suppliers, and subcontractors to convert opportunities into profitable work and ensure a disciplined transition from estimate to execution.

Mission of the Role

Win profitable commercial HVAC work through disciplined estimating and successfully execute assigned small projects by protecting scope, margin, schedule, quality, safety, and customer commitments from bid through final closeout.

Key Responsibilities

Estimating & Preconstruction

Review project drawings, specifications, addenda, bid documents, and customer requirements to establish complete project scope and identify clarifications, exclusions, and assumptions.
Perform quantity takeoffs and develop comprehensive labor, material, equipment, subcontractor, freight, permit, and miscellaneous cost estimates.
Solicit, level, and evaluate vendor and subcontractor quotations to confirm scope coverage, pricing, lead times, and commercial terms.
Prepare complete bid proposals, qualifications, alternates, exclusions, and supporting documentation in accordance with company standards.
Participate in pre-bid meetings, customer discussions, site visits, and walkthroughs to validate scope, site conditions, constructability, and project requirements.
Apply appropriate labor factors, material pricing, contingency, escalation, overhead, and margin assumptions to produce competitive estimates that meet company profitability objectives.
Maintain organized estimating files, bid documentation, pricing history, and supporting cost data to ensure estimates are traceable and transferable to operations.

Project Ownership & Execution

Assume full project ownership for awarded projects within assigned size and complexity, from internal turnover through final billing and closeout.
Establish and maintain project scope, budget, schedule, procurement requirements, customer expectations, and internal responsibilities at project start.
Coordinate with field leadership, operations, vendors, and subcontractors to ensure work is properly planned, resourced, and executed safely and efficiently.
Monitor project progress, labor productivity, equipment costs, material costs, subcontractor expenses, commitments, and cost-to-complete throughout execution.
Prepare, price, document, and negotiate change orders; ensure additional or revised work is authorized, captured, and billed in a timely manner.
Maintain required project documentation, including RFIs, submittals, meeting notes, schedules, change documentation, customer correspondence, and cost records.
Support timely project billing and cash flow by providing complete documentation and promptly resolving items that may delay invoicing or collection.
Conduct project closeout activities, including punch-list completion, final billing, warranty documentation, turnover records, and lessons learned.

Project Analysis, Risk & Financial Management

Analyze schedule requirements, constructability, labor availability, equipment needs, subcontractor strategy, site logistics, and other resource requirements during both estimating and execution.