Equipment Submission Engineer

Gi Group; Connacht; On-site; EUR 60,000 - 75,000; Full time

Job summary

Gi Group in Mayo is seeking an experienced HVAC Submittal Engineer to lead the technical submission process from design intent to procurement-ready packages. You will coordinate across design, estimating, procurement, suppliers, and site teams to ensure technical compliance and timely approvals.

This role focuses on producing equipment and ductwork schedules, managing RFIs, and maintaining strict document control to support a smooth handover from pre-construction to delivery.

Qualifications

• 5+ years HVAC/building services experience in a contractor, sub-contractor, OEM, or consultancy.
• Experience producing equipment and ductwork schedules for procurement and construction.
• Understanding of submittal approvals workflows and client/vendor coordination.

Responsibilities

• Lead technical submittal process for HVAC equipment and ductwork packages.
• Translate procure­ment strategy into a submittal plan with priorities and sequencing.
• Build compliant submittal packs with datasheets, drawings, certs, and clarifications.
• Drive submission timelines with vendors/consultants to maintain progress.
• Interrogate drawings/models and raise RFIs for gaps affecting procurement or install.
• Maintain auditable RFI log with owners, dates and impact.
• Support site team during installation with technical queries.

Skills

HVAC Submittals

Ductwork Scheduling

Vendor Communication

Document Control

Education

Engineering degree or equivalent

Tools

DW144 knowledge

SMACNA standards

Job description

Salary: €60,000-€75,000 (DOE)
Experience: 5+ years in HVAC / Building Services / Mechanical construction
Reporting to: Pre-Construction Manager
Location: Mayo

Role Summary

This role leads the technical submittal process for HVAC equipment and ductwork packages, turning design intent into procurement-ready schedules and client-approvable technical submissions. You will coordinate across design, estimating, procurement, suppliers, and site teams to ensure technical compliance, timely approvals, and smooth handover from pre-construction to delivery.

Core Responsibilities

• Validate scope, allowances, and technical assumptions with the Estimating Team during bid and post-award phases.
• Translate the procurement strategy into a submittal plan (packages, priorities, sequencing, long-lead items).
• Identify technical and commercial risks early (non-compliance, missing info, programme conflicts) and escalation with solutions.
• Build compliant submittal packs including datasheets, performance data, drawings, certifications, and technical clarifications.
• Ensure each submission is traceable back to the project specification and drawings, clearly calling out any deviations or alternatives.
• Drive response timelines with vendors/consultants to keep submissions moving.
• Interrogate design information (drawings/models/specs) and raise RFIs where gaps or clashes affect procurement or install.
• Maintain an auditable RFI log with owners, dates, status and impact (cost/programme/technical).
• Participate in client/consultant coordination meetings, presenting issues clearly and pushing for decisions.
• Issue "approved for procurement" packs to the Procurement Team with clear scope, approved selections, and constraints.
• Support purchasing by technically assessing vendor offers for compliance, lead time, access/maintenance and install requirements.
• Provide ongoing technical support to the Site/Installation Team during installation-resolving equipment/ductwork queries and ensuring the approved solution is installed.
• Own document control for technical submissions: revision control, transmittals, comment resolution, and approval status reporting.
• Keep registers accurate and project-ready for audits, handover and O&M inputs.

Experience & Technical Requirements

• 5+ years' experience in HVAC/building services within a contractor, specialist subcontractor, OEM, or consultancy environment.
• Strong practical understanding of ductwork and HVAC equipment submittal requirements and approval workflows.
• Demonstrable experience producing equipment schedules and ductwork schedules suitable for procurement and construction delivery.
• Solid knowledge of DW144 and SMACNA (fabrication/installation standards and what "good" looks like on submissions).
• Comfortable interpreting drawings/models and turning them into actionable package scopes.
• Structured, deadline-driven approach with strong prioritisation across multiple projects/packages.
• Clear communicator: can write concise technical clarifications and manage client/vendor conversations professionally.
• Detail-focused with strong revision discipline (submittals live or die on version control).
• Proactive problem-solver who can unblock RFIs/submittals and keep procurement on track.
• Good understanding of construction sequencing and the knock-on effect of late approvals.

KSGalway

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