HVAC Estimator

JOB DESCRIPTION

HVAC ESTIMATOR

Bid Team | Full-Time

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POSITION OVERVIEW

The HVAC Estimator serves as a vital member of the Bid Team, responsible for managing the full bid lifecycle

from receipt of a Bid Request through final submission of pricing, submittals, and specification sheets.

Operating within the Salesforce Bid Open Queue, the Estimator receives bid requests originating from

contractors — either directly or through a Sales Representative — and responds with accurate, competitive,

and timely bid packages. Accuracy is paramount. Time is of the essence. Every bid directly impacts revenue

and contractor relationships.

KEY RESPONSIBILITIES

1. Salesforce Bid Open Queue & Case Management

 Monitor and manage the Salesforce Bid Open Queue to receive and triage incoming Bid Requests

assigned to the Bid Team / HVAC Estimators.

 Confirm that a Salesforce Case has been created and accurately reflects the scope, equipment, and

project details of each Bid Request.

 Log and update all bid activity, communications, and status changes within the Salesforce Case record

throughout the bid lifecycle.

 Ensure all bid-related documents — including blueprints, plan sets, specification sheets, and

correspondence — are saved within the appropriate Salesforce Case.

 Document all vendor quotes, EPR reference numbers, and pricing notes within the Bid notes and

Salesforce Case record.

 In the event of missing or unclear information, initiate prompt contact with the Sales Representative or

contractor via the Salesforce Case post or email.

 Update Case status and disposition upon bid submission, award, or closure to maintain accurate pipeline

visibility.

2. Bid Request Review & Scope Interpretation

Bid Requests may be received in the following formats:

 Blueprints / Mechanical Plan Sets provided by the contractor for full project scope review.

 Written equipment descriptions including quantities, model numbers, and equipment tags or labels.

 Verbal or written scope descriptions relayed through the Sales Representative.

Plan Set & Blueprint Review:

 Interpret and extract key equipment data from mechanical plan sets and blueprints, including unit

schedules, equipment tags, specifications, and quantities.

 Identify all HVAC equipment required for the project, including make, model, capacity, voltage, and

application.

 Review drawings for compliance with project design intent and flag any discrepancies or missing

specifications.

 Confirm that the scope of work aligns with the information provided in the Salesforce Bid Request prior

to proceeding with the bid.

Equipment Description & Tag Review:

 Cross-reference contractor-supplied model numbers, equipment tags, and descriptions against the

company's available product offerings.

 Identify exact matches, approved substitutes, or equivalent alternatives where original specifications

cannot be met.

 Verify quantities, configurations, and any special application requirements indicated on equipment

schedules or in written descriptions.

3. Equipment Selection & Application Analysis

 Perform detailed equipment selection by matching contractor specifications to available product lines,

ensuring technical compliance with project requirements.

 Evaluate equipment applications including rooftop units, split systems, air handlers, condensing units and

related HVAC components.

 Identify and propose value-engineered alternatives or substitutions when specified equipment is

unavailable, discontinued, or outside competitive pricing range.

 Confirm that selected equipment meets applicable performance criteria, efficiency ratings, electrical

requirements, and physical dimensions outlined in the project documents.

 Coordinate with vendors or manufacturer representatives as needed to confirm equipment availability,

lead times, or technical suitability.

4. Inventory Review

 Conduct a pre-bid inventory review to determine whether existing on-hand stock can be utilized to fulfill

the project requirements and improve lead time competitiveness.

 Reference available inventory listings (e.g., Inventory on the Ground) to confirm unit availability before

quoting from standard order lead times.

 Flag any inventory constraints, limited-availability items, or long-lead equipment that may impact the

contractor's project schedule.

 Communicate inventory status and lead time information to the Sales Representative and/or contractor

as part of the bid response.

5. Pricing Analysis & Application

 Apply accurate, current, and competitive pricing to all equipment included in the bid, in accordance with

company pricing guidelines and margin requirements.

 Analyze pricing relative to project size, competitive landscape, contractor relationship, and strategic

importance to the company.

 Review and apply any applicable special pricing programs, promotional pricing, or tier discounts as

authorized.

 Ensure that all pricing reflected in the bid is consistent with the pricing documented in the Salesforce

Case and any associated vendor quotes.

 Identify and escalate pricing exceptions or anomalies to the Bid Team Manager prior to bid submission.

6. Enhanced Pricing Requests (EPR)

 Submit Enhanced Pricing Requests (EPRs) to manufacturers or authorized pricing contacts to secure and

hold project-specific pricing for qualified bid opportunities.

 Ensure all EPR submissions include complete and accurate project information — including contractor

name, project name, equipment list, quantities, and estimated order date.

 Track EPR approval status, expiration dates, and reference numbers; document all EPR details within the

Salesforce Case and on the Bid.

 Monitor EPR validity throughout the bid cycle and submit renewal or extension requests as needed prior

to expiration.

 Communicate EPR status and reference numbers to the Sales Representative and Post-Sale team to

ensure continuity upon bid award.

7. Bid Preparation & Submission

 Compile a complete and professionally formatted bid package for presentation to the contractor and/or

Sales Representative.

 Ensure the bid package includes all required elements: itemized equipment list, quantities, model

numbers, pricing, lead times, and any applicable terms or conditions.

 Verify that the bid is fully accurate, legible, and complete — with no missing pages, cut-off content, or

unresolved discrepancies — prior to submission.

 Confirm that bid pricing, equipment models, and specifications are current and have not expired prior to

issuance.

 Submit the bid to the Sales Representative and/or directly to the contractor within the required

timeframe, recognizing that bid deadlines are firm and time-sensitive.

 Retain all versions of the bid within the Salesforce Case, clearly labeled to reflect revision history.

8. Submittal & Specification Sheet Preparation

 Prepare and compile submittal packages for all equipment included in the bid, sourced from

manufacturer product documentation and specification libraries.

 Ensure specification sheets accurately reflect the quoted equipment — including model numbers,

performance data, electrical characteristics, dimensions, and accessories.

 Verify that submittals align with the bid in all respects prior to submission to the contractor or engineer.

 Organize submittals in a clear, professional format suitable for Engineer of Record review and project

record keeping.

 Save and archive all submittal packages within the Salesforce Case and Opportunity for future reference

and post-sale coordination.

 Coordinate with the Post-Sale Process Coordinator to ensure submittals are available and ready for

engineer approval upon bid award.

9. Contractor & Sales Representative Communication

 Maintain clear, professional, and timely communication with Sales Representatives regarding bid status,

equipment selections, pricing, and required clarifications.

 Communicate directly with contractors as needed to clarify project scope, confirm equipment

requirements, or resolve specification discrepancies.

 Coordinate with vendors and manufacturer representatives to obtain product information, pricing,

availability, and technical support.

 Provide prompt responses to all bid-related inquiries, recognizing that contractors and Sales

Representatives are dependent on timely turnaround.

 Document all significant communications within the Salesforce Case to maintain a complete and

auditable record of bid activity.

10. Product Knowledge & Portfolio Maintenance

 Maintain current and comprehensive knowledge of the company's HVAC equipment portfolio, including

product lines, model families, accessories, and configurations.

 Stay informed of new product introductions, model updates, discontinuations, and manufacturer

changes that may affect equipment availability or bid accuracy.

 Develop familiarity with competitive product lines to support effective cross-referencing and substitution

recommendations.

 Participate in product training sessions, manufacturer webinars, and team knowledge-sharing activities

to continuously develop technical expertise.

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QUALIFICATIONS & SKILLS

 2 or more years of experience in HVAC estimating, inside sales, technical quoting, or a related

commercial HVAC role.

 Demonstrated ability to read and interpret mechanical blueprints, plan sets, and equipment schedules.

 Proficiency with Salesforce CRM, including case management, opportunity tracking, and bid queue

management.

 Strong working knowledge of commercial HVAC equipment, systems, and applications.

 Experience cross-referencing equipment models and specifications across multiple manufacturers and

product lines.

 Solid analytical and mathematical skills for pricing analysis, cost application, and margin evaluation.

 Exceptional attention to detail with a demonstrated commitment to bid accuracy and document

completeness.

 Proven ability to manage multiple concurrent bids and priorities while consistently meeting deadlines in

a fast-paced environment.

 Excellent written and verbal communication skills, with the ability to interact professionally with

contractors, Sales Representatives, and vendors.

 Proficiency in Microsoft Office Suite, including Excel, Word, and Outlook.

 Familiarity with HVAC manufacturers such as Rheem, Mitsubishi, Carrier, Trane, Daikin, or York is

preferred.

 Experience preparing submittal packages and specification sheets for contractor and engineer review is

preferred.

 Working knowledge of Enhanced Pricing Request (EPR) processes and vendor quoting procedures is

preferred.

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WORKING RELATIONSHIPS

Reports To:

Bid Team Manager

Works Collaboratively With:

Sales Representatives, Contractors, General Contractors, Vendors, Manufacturer Representatives, Bid Team,

Post-Sale Process Coordinators, Purchasing Department, and Engineering / Submittal Review Teams.