Overview
The Chief Estimator is responsible for leading and overseeing the estimating for all HVAC/R projects. This individual plays a key strategic role in identifying and securing new business opportunities by producing accurate, competitive, and timely cost estimates. The Chief Estimator collaborates closely with junior estimators, project managers, installation technicians, subcontractors, and clients to ensure profitability and successful project outcomes. This position requires a deep understanding of mechanical systems, labor and material costs, and current industry trends.
Qualifications
In addition to the qualifications listed below, the Chief Estimator is expected to meet or exceed the qualifications required for the Mechanical Estimator position, as they will provide leadership and support in those functions.
* Minimum of 7–10 years of experience in HVAC/R estimating, with at least 3 years in a senior or leadership role
* Ability to manage multiple complex bids and proposals under tight deadlines with precision and attention to detail
* Exceptional leadership and team management skills, including the ability to inspire, mentor, and develop a team of estimators with varying experience levels
* Delegate responsibilities effectively while maintaining accountability and high-performance standards
* Foster a collaborative and solutions-oriented work environment
* Communicate clearly across departments and with external partners to align estimating efforts with company goals
* Lead strategic planning efforts to improve estimating workflows and support long-term company growth
* Demonstrated initiative in improving estimating processes and creating operational efficiencies
* Provide support during contract negotiations and project kick-off to ensure a seamless transition from preconstruction to execution
* Continuously evaluate and improve estimating procedures, templates, and tools
* Mentor and review work of junior estimators, providing feedback and guidance for their professional development
* Ensure quality control and consistency across all bids and proposals
* Oversee and ensure consistent follow-up on all submitted bids, providing strategic guidance to the estimating team, maintaining strong client relationships, and identifying opportunities to improve win rates and secure new projects
* Strong financial literacy, including understanding of profit margins, overhead allocation, cost forecasting, and project cash flow implications
* Experience in bid strategy development, including go/no-go decision-making, competitor analysis, and market positioning
* Proficiency in cost modeling techniques and benchmarking against historical project data and market trends
* Advanced understanding of contract terms and risk allocation, and ability to evaluate their impact on estimates and pricing strategies
* Ability to collaborate closely with executive leadership on business development strategies, pricing models, and target markets
* Track record of winning complex and high-value projects, particularly in competitive bid environments
* Ability to represent the estimating function in executive meetings, client negotiations, and industry panels with confidence and professionalism
* Familiarity with CRM and proposal management systems, and ability to track bid pipelines and hit rates effectively
Duties & Responsibilities
The Chief Estimator is expected to perform these tasks as needed and provide oversight to ensure their consistent execution by the estimating team. The following criteria identify duties to describe the principal functions of the job and shall not be considered as a detailed description of all work requirements that may be inherent in the position. This position also encompasses all duties and responsibilities outlined in the Mechanical Estimator job description.
* Lead and manage the estimating team to produce detailed cost estimates for HVAC/R projects.
* Review project plans, specifications, and other documentation to prepare comprehensive cost estimates and other documentation for HVAC, refrigeration, and VRF systems
* Perform accurate quantity takeoffs of mechanical systems including ductwork, piping, refrigeration, and controls
* Develop and maintain relationships with vendors, subcontractors, and suppliers to obtain competitive pricing
* Oversee the development of labor productivity rates based on historical performance, market trends, and project conditions
* Stay informed on industry developments, building codes, market pricing, and construction techniques to ensure estimates are up-to-date and competitive
* Develop detailed project budgets and cost breakdowns to support internal review and client presentations
* Conduct risk assessments on bids to identify and mitigate potential financial or operational risks before submission
* Collaborate with business development and sales teams to analyze RFPs and identify bid opportunities that align with company capabilities and goals.
* Coordinate and lead internal bid review meetings with key stakeholders including project managers and executives
* Maintain a current database of pricing, labor rates, material costs, and subcontractor qualifications
* Prepare final bid packages and present estimates to executive leadership for review and approval
* Track and report on bid results, win/loss ratios, and estimating department performance metrics to executive leadership
* Support post-bid and preconstruction activities, including scope clarification, value engineering, and transitions to project execution
* Work closely with finance and Project Managers to align estimating practices with project delivery goals and financial targets
* Create and implement continuous improvement initiatives to enhance estimating accuracy, efficiency, and departmental collaboration
* Participate in strategic planning initiatives to support business growth, target markets, and geographic expansion
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