HVAC Estimator​/Project Manager

The Estimator / Project Manager is responsible for the successful execution of Plumbing and HVAC projects from pre-construction through final closeout. This position serves as the primary point of responsibility for project planning, estimating, budgeting, scheduling, coordination, and communication with internal teams, field supervision, clients, and general contractors.

The Estimator / Project Manager works closely with the Outside Superintendent and Job Site Foreman to ensure projects are executed safely, efficiently, on schedule, within budget, and in accordance with contract documents and company standards.

Procedures and Duties

• Prepare detailed Plumbing and HVAC estimates, including labor, material, equipment, subcontractors, and general conditions.
• Review drawings, specifications, addenda, and scope narratives to ensure complete and accurate bids.
• Identify potential risks, constructability concerns, and value-engineering opportunities.
• Develop and clearly define scope clarifications, exclusions, allowances, and alternates.
• Bid Review & Contract Award Support
• Participate in bid review meetings and assist with negotiations.
• Support contract finalization by confirming pricing, scope alignment, and schedule impacts.
• Assist with buy-out strategy and subcontractor/vendor selection.

II. Project Turnover & Planning

• Project Turnover Meeting
• Lead or participate in a formal Project Turnover Meeting upon award.
• Ensure attendance by the Estimator, Project Manager, Outside Superintendent, and Job Site Foreman.
• Communicate all critical project information clearly to the field team.
• Turnover Meeting Discussion Items
• Contract scope of work (Plumbing, HVAC, and any General Construction).
• Accepted alternates and allowances, including tracking procedures.
• Project schedule, milestones, and manpower projections.
• Job site logistics, including trailers, laydown areas, parking, work hours, and site restrictions.
• Review all safety requirements, site-specific safety plans, and documentation responsibilities.
• Identify long-lead materials, equipment, and procurement timelines.
• Review excavation, underground, crane lifts, and heavy equipment requirements.
• Confirm permits, inspections, and authority-having-jurisdiction requirements.
• Ensure Job Site Foreman receives all required construction documents.

III. Project Management Responsibilities

• Contract Administration
• Manage project contracts in compliance with contractual obligations and company policies.
• Take off material and put the list together for quotes.
• Review and process subcontracts, purchase orders, and change orders.
• Ensure adherence to contract scope, specifications, and drawings.
• Schedule & Budget Control
• Develop and manage project budgets, cost tracking, and forecasting.
• Monitor labor productivity and material costs.
• Review and maintain project schedules; coordinate with GC/CM on updates and impacts.
• Identify potential schedule or cost issues early and implement corrective actions.
• Change Management
• Identify scope changes and pricing impacts.
• Prepare, submit, and negotiate change orders and field directives.
• Track and document all changes for billing and closeout.

IV. Coordination & Communication

• Internal Coordination
• Coordinate with Outside Superintendent and Job Site Foreman to support field execution.
• Provide clear direction regarding scope, sequencing, and priorities.
• Assist with resolving field issues, RFIs, and constructability challenges.
• External Coordination
• Serve as primary contact with the General Contractor, Construction Manager, owners, engineers, and inspectors.
• Manage RFIs, submittals, and approvals in a timely manner.
• Coordinate with other trades to avoid conflicts and delays.

V. Safety, Quality & Compliance

• Safety Oversight
• Review and enforce job-specific safety plans in coordination with the Outside Superintendent.
• Support incident reporting, investigations, and corrective actions.
• Quality Control
• Ensure work is performed in accordance with approved drawings, specifications, and codes.
• Support inspections, testing, and commissioning activities.
• Address quality issues promptly and effectively.

VI. Materials, Equipment & Procurement

• Material & Equipment Management
• Oversee procurement of Plumbing and HVAC materials and equipment.
• Coordinate delivery schedules with field operations.
• Track long-lead items, including HVAC equipment, specialty piping, and fixtures.
• Coordinate crane lifts, rigging plans, and heavy equipment requirements.

VII. Project Closeout

• Closeout & Final Documentation
• Manage project closeout activities, including punch lists, as-built drawings, O&M manuals, warranties, and final inspections.
• Ensure final billing, lien releases, and project documentation are completed accurately and on time.
• Participate in post-project evaluations to identify lessons learned.
• Provide feedback to the estimating and operations teams to improve future projects.