HVAC Estimating Coordinator - Detail‑Oriented Admin

TBG | The Bachrach Group; Village of Farmingdale (NY); On-site; USD 52,000 - 65,000; Full time

Job summary

The Bachrach Group is seeking an HVAC Estimating Administrator in Farmingdale, NY to organize estimates, prepare proposals, and coordinate with customers and vendors. The role supports the estimating and sales teams and requires strong administrative skills in a fast-paced HVAC environment.

Ideal candidates have 2+ years in admin/estimating roles and HVAC or building-services experience, with excellent communication and multitasking abilities. On-site position with a collaborative team mindset.

Qualifications

• 2+ years of administrative, estimating, project coordination, or office experience preferred.
• HVAC, mechanical, construction, or building-services experience strongly preferred.
• Strong organizational skills and attention to detail.

Responsibilities

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

Skills

Administrative experience

Estimating/coordination

HVAC experience

Organizational skills

Communication skills

Microsoft Office

Attention to detail

Deadline driven

Tools

Excel

Job description

The Bachrach Group is seeking an HVAC Estimating Administrator in Farmingdale, NY to organize estimates, prepare proposals, and coordinate with customers and vendors. The role supports the estimating and sales teams and requires strong administrative skills in a fast-paced HVAC environment.

Ideal candidates have 2+ years in admin/estimating roles and HVAC or building-services experience, with excellent communication and multitasking abilities. On-site position with a collaborative team mindset.