Project Estimator/Project Manager

POSITION SUMMARY

The Company, Inc. is seeking an experienced Estimator / Project Manager to lead commercial and industrial HVAC mechanical projects from the first bid through final closeout. This role owns the full project lifecycle: reviewing plans and specifications, building accurate and competitive estimates, winning work, and then managing awarded projects to deliver on schedule, within budget, and at or above the estimated gross profit margin.

The ideal candidate understands both sides of the business. You can perform detailed quantity takeoffs and price labor with confidence, and you can also run a job: managing submittals, RFIs, change orders, procurement, billing, and coordination with general contractors, owners, and our field leadership. Because compensation includes commission tied to project GPM, this role rewards estimators who bid smart and project managers who protect margin.

KEY RESPONSIBILITIES

Estimating and Preconstruction

▪ Review bid documents, plans, specifications, addenda, and scopes of work for commercial and industrial HVAC mechanical projects (Division 23 and related scopes).

▪ Perform detailed quantity takeoffs for ductwork, piping, hydronic systems, HVAC equipment, accessories, insulation, and related scopes.

▪ Develop labor estimates using labor units, crew sizing, and productivity factors appropriate to project conditions.

▪ Solicit, evaluate, and level quotes from suppliers and subcontractors, including equipment vendors, controls, insulation, test and balance, rigging and crane, and electrical.

▪ Prepare complete bid packages and proposals with clear inclusions, exclusions, clarifications, alternates, and qualifications.

▪ Attend pre-bid meetings and job walks; submit RFIs during bidding when scope is unclear.

▪ Identify value engineering, design-assist, and design-build opportunities that improve competitiveness and margin.

▪ Prepare public works and prevailing wage bids in accordance with California DIR requirements.

▪ Track bid activity, follow up on outstanding proposals, and maintain bid history and hit rate data.

Project Management

▪ Lead the turnover from estimating to operations, including internal kickoff meetings with the Field Supervisor and field leadership.

▪ Develop and maintain project schedules; coordinate manpower needs with the Field Supervisor and foremen.

▪ Prepare, submit, and track submittals, shop drawings, and product data; manage equipment releases and long lead procurement.

▪ Write and track RFIs; manage design and field coordination with general contractors, engineers, and other trades.

▪ Attend owner and GC progress meetings and represent The Company professionally on every project.

▪ Coordinate permits, inspections, equipment startup, test and balance, and commissioning activities.

▪ Manage closeout, including punch lists, O&M manuals, warranties, as-built documentation, and training turnover to owners.

Financial and Contract Management

▪ Build project budgets and cost code structures from the awarded estimate.

▪ Monitor job costs for labor, material, equipment, and subcontracts; forecast cost to complete and identify margin risk early.

▪ Identify, price, negotiate, and document change orders promptly; protect the company against unapproved scope growth.

▪ Prepare monthly progress billings, schedules of values, and pay applications; track retention, conditional and unconditional lien releases, and collections in coordination with the Financial Controller.

▪ Review contracts and subcontracts for scope, schedule, and risk items and escalate concerns to leadership.

▪ Issue and manage purchase orders and subcontracts within approved authority.

▪ Own project gross profit margin results from bid through closeout.

Client and Business Development

▪ Build and maintain strong relationships with general contractors, owners, engineers, and vendors to generate repeat business.

▪ Identify new bidding opportunities and support company growth in the commercial and industrial markets.

▪ Communicate project status, issues, and decisions clearly and in writing.

Safety and Compliance

▪ Support The Company’s Injury and Illness Prevention Program and site specific safety requirements on every project, consistent with the The Company Safety Handbook.

▪ Follow Company policies, Cal/OSHA requirements, and jobsite rules, including required PPE during site visits.

▪ Support prevailing wage and certified payroll compliance on public works projects.

Systems and Documentation

▪ Maintain accurate, current project records in BuildOps and company systems, including estimates, schedules, submittals, RFIs, change orders, and job cost data.

▪ Use Microsoft 365 (Outlook, Teams, SharePoint, OneDrive, Excel) for project communication, document control, and reporting.

▪ Use approved AI tools, including Claude, to improve the speed and quality of proposals, scope reviews, correspondence, and reporting, in accordance with Company policy on data and confidentiality.

QUALIFICATIONS

Required

▪ 5 or more years of estimating and/or project management experience with a commercial or industrial HVAC or mechanical contractor.

▪ Proven ability to read and interpret mechanical, architectural, and structural plans and specifications.

▪ Experience with quantity takeoff and estimating software (for example: Trimble Accubid, QuoteSoft, FastDUCT/FastPIPE, Bluebeam, or similar).

▪ Working knowledge of HVAC systems, equipment, ductwork, and piping, and familiarity with the California Mechanical Code, Title 24, ASHRAE, and SMACNA standards.

▪ Experience managing submittals, RFIs, change orders, schedules of values, and progress billing.

▪ Strong command of Excel and Microsoft 365.

▪ Excellent written and verbal communication, negotiation, and organizational skills.

▪ Valid California driver’s license and the ability to travel to jobsites.

Major Pluses

▪ BuildOps experience: Prior hands on use of BuildOps for estimating, project management, job costing, or field operations.

▪ Claude familiarity: Working familiarity with Claude (Anthropic) or similar AI tools for drafting proposals, reviewing scopes and specifications, summarizing documents, or streamlining project communication.

Preferred

▪ Bachelor’s degree in Construction Management, Mechanical Engineering, or a related field, or equivalent industry experience.

▪ Public works and prevailing wage project experience.

▪ Industrial, laboratory, clean room, healthcare, or data center project experience.

▪ Sheet metal or mechanical field background.

▪ Design-build or design-assist experience.

▪ Cal/OSHA or OSHA 30 Hour Construction certification.

▪ Experience with Procore or similar GC project platforms.

SKILLS AND COMPETENCIES

▪ Commercial awareness: understands how estimating decisions and field execution drive gross profit margin.

▪ Accuracy and attention to detail in takeoffs, pricing, and documentation.

▪ Ability to manage multiple bids and active projects at once and meet firm deadlines.

▪ Sound judgment in identifying scope gaps, risk, and change order opportunities.

▪ Professional, solution oriented approach with clients, field crews, and vendors.

▪ Comfortable adopting new technology and improving workflows.

PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT

▪ Primarily office based, with regular visits to active construction and industrial jobsites.

▪ Jobsite visits may involve walking uneven terrain, climbing ladders and stairs, and exposure to weather, noise, and construction conditions.

▪ Prolonged periods of computer work, plan review, and meetings.

▪ Must wear required PPE on jobsites.

Reasonable accommodations will be provided to qualified individuals with disabilities in accordance with applicable law.

COMPENSATION AND BENEFITS

Compensation

▪ Base Salary: $85,000 to $95,000 annually. Final salary within this range will be based on experience, qualifications, and skills.

▪ Commission: Commission based on Gross Profit Margin (GPM) of projects estimated and managed. Commission terms, calculation method, and payment timing are provided in a separate written commission agreement.

▪ Reviews: A performance review after 90 days and annual reviews thereafter.

Benefits

▪ Medical: Kaiser HMO(Silver), with 100% of the employee premium paid by the Company. Upgrade options available.

▪ Dental: Delta Dental, 100% employer paid employee coverage.

▪ Life Insurance: Company provided life insurance at no cost to the employee.

▪ Chiropractic: Company sponsored chiropractic program, fully covered for employees.

▪ 401(k): Safe Harbor 401(k) plan after one year of service.

▪ Profit Sharing: Eligibility for the Company profit sharing program, based on company performance.

▪ Paid Time Off: Paid time off that increases with years of service.

▪ Paid Holidays: Paid holidays per Company policy.

▪ Paid Sick Leave: Provided in accordance with California law.

Pay: $85,000.00 - $95,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Fuel reimbursement
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Experience:

• HVAC Mechanical or Industrial sales: 2 years (Preferred)
• Project Management: 2 years (Preferred)

Work Location: In person