HVAC Estimating Administrator

Job Description

HVAC Estimating Administrator

Farmingdale, NY

A well-established HVAC company in Farmingdale, NY is seeking an organized and detail-oriented HVAC Estimating Administrator to support the estimating and sales team. This position will play an important role in coordinating estimates, preparing proposals, communicating with customers and vendors, and ensuring all estimating-related documentation is accurate and completed on time.

The ideal candidate has strong administrative and organizational skills, excellent follow-through, and the ability to manage multiple projects and deadlines in a fast-paced HVAC environment. HVAC, construction, mechanical, or estimating experience is strongly preferred.

Salary: $55-65K

Responsibilities

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• Support the estimating team with day-to-day administrative and coordination responsibilities.
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• Assist with preparing estimates, proposals, quotes, and other project documentation.
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• Review incoming project information, plans, specifications, and customer requests to ensure estimators have the information needed to prepare accurate proposals.
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• Coordinate site visits, walkthroughs, and appointments for estimators.
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• Communicate with customers, vendors, subcontractors, and internal teams regarding project details and estimating requirements.
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• Request and organize pricing, product information, and availability from vendors and suppliers.
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• Assist with obtaining material and equipment pricing for HVAC projects.
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• Maintain accurate records of estimates, proposals, customer information, and project documentation.
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• Track outstanding estimates and follow up on proposals as needed.
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• Enter and update information in company systems and spreadsheets.
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• Assist with preparing bid packages and organizing supporting documentation.
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• Help ensure proposals are completed accurately and submitted within required deadlines.
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• Coordinate with the operations and service teams to gather information needed for estimates.
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• Maintain organized files for active, completed, and pending estimates.
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• Assist with purchase orders, invoices, and other documentation related to awarded projects when needed.
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• Provide general administrative support to the estimating and sales departments.
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Qualifications

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• 2+ years of administrative, estimating, project coordination, or office experience preferred.
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• HVAC, mechanical, construction, or building-services experience strongly preferred.
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• Strong organizational skills and attention to detail.
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• Excellent written and verbal communication skills.
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• Ability to manage multiple priorities and meet deadlines.
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• Comfortable working with Microsoft Office, Excel, email, and computer-based systems.
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• Ability to read and understand basic project, equipment, or material information.
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• Strong follow-up and problem-solving skills.
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• Professional and customer-service-oriented approach.
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• Ability to work effectively in a fast-paced team environment.
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