Mechanical Retrofit Estimator

CyberCoders; Ontario (CA); On-site; USD 105,000 - 145,000; Full time

Benefits offered by this job

Medical

Dental

Vision

Life Insurance

Long-Term Disability

PTO 2 weeks

9 Paid Holidays

401(k) Matching

Job summary

CyberCoders is seeking an experienced Mechanical Retrofit Estimator to produce accurate estimates for commercial HVAC retrofit projects. You will analyze RFPs, perform site assessments, solicit vendor quotes, and build detailed cost proposals to support bidding and contract awards.

The ideal candidate has 5+ years of mechanical estimating experience, strong HVAC knowledge, and proven ability to manage vendor relations and prepare professional proposals for diverse clients.

Qualifications

• 5+ years of mechanical estimating experience with a focus on commercial HVAC retrofit projects.
• Proven track record preparing RFP responses, proposals, and competitive bids in a retrofit environment.
• Strong knowledge of mechanical systems, HVAC equipment, piping, ductwork and controls.
• Proficiency with estimating software and tools (PlanSwift/Bluebeam/Trimble, etc.) and familiarity with AutoCAD or Revit.
• Experience managing vendor relations and soliciting competitive quotations.

Responsibilities

• Prepare detailed, competitive estimates and takeoffs for commercial mechanical and HVAC retrofit projects.
• Review RFPs, drawings, specs, and site conditions; define scope and assumptions; perform site visits.
• Develop and maintain cost models, material lists, labor hours, and pricing databases.
• Solicit, evaluate, and negotiate vendor/subcontractor quotes; maintain vendor relations for best pricing.
• Produce clear bid packages with scope narratives, line-item costs, schedules, and terms.
• Collaborate with Sales, Project Managers, and Installation teams to align estimates with delivery strategies.
• Identify value engineering opportunities to reduce cost or accelerate schedule.
• Prepare subcontractor scopes, contingencies, and risk assessments; support change orders.
• Maintain estimating records and bid logs; provide lessons learned.
• Stay current on codes, standards, and local jurisdictions affecting retrofits.
• Support pre-bid meetings and client presentations with clear cost information.

Skills

Mechanical estimating

HVAC systems knowledge

Vendor relations

Proposal writing

Project coordination

Tools

PlanSwift

Bluebeam

Trimble

FastPIPE

Excel

AutoCAD/Revit

Job description

Position Overview

We are seeking an experienced Mechanical Retrofit Estimator to produce accurate, competitive estimates for commercial mechanical and HVAC retrofit projects. The estimator will analyze RFPs and project documents, perform site assessments and takeoffs, solicit vendor quotes, build detailed cost proposals, and support sales and project teams through bidding, procurement, and contract award. The ideal candidate combines strong estimating skills with mechanical/HVAC knowledge, vendor relations, and practical retrofit experience to drive successful project wins and profitable work execution.

Key Responsibilities

• Prepare detailed, competitive estimates and takeoffs for commercial mechanical and HVAC retrofit projects, including equipment replacement and change-outs.
• Review RFPs, drawings, specifications, and site conditions to define scope, exclusions, and assumptions; perform site visits as required.
• Develop and maintain cost models, material lists, labor man-hours, and pricing databases; apply unit costs and productivity rates to produce accurate bids.
• Solicit, evaluate, and negotiate vendor and subcontractor quotes for equipment, materials, and specialty services; maintain strong vendor relations to secure lead times and best pricing.
• Produce clear, professional proposals and bid packages that include scope narratives, line-item costs, schedules, and terms.
• Collaborate with Sales, Project Managers, and Installation teams to align estimates with project delivery strategies and constructability considerations.
• Identify value engineering opportunities and alternative solutions to reduce cost or accelerate schedule while preserving performance.
• Prepare and track subcontractor scopes, allowances, contingencies, and risk assessments; support change order pricing and negotiation during project execution.
• Maintain organized estimating records, bid logs, and post-bid analyses; provide lessons-learned and feedback to improve future estimates.
• Stay current on equipment technologies, industry trends, code requirements, and local jurisdictions affecting mechanical retrofit work.
• Support pre-bid meetings and client presentations as needed, communicating technical and cost information clearly and professionally.

Qualifications

• 5+ years of mechanical estimating experience with a focus on commercial HVAC and retrofit/equipment replacement projects (change-outs preferred).
• Proven track record preparing RFP responses, proposals, and competitive bids in a commercial retrofit environment.
• Strong knowledge of mechanical systems, HVAC equipment, piping, ductwork, controls, and installation practices.
• Proficiency with estimating software and tools (e.g., PlanSwift, Bluebeam, Trimble, FastPIPE, or equivalent), Excel, and familiarity with AutoCAD or Revit is a plus.
• Experience managing vendor relations and soliciting competitive quotations for equipment and subcontracted work.
• Demonstrated ability to perform site assessments and translate field conditions into scope and cost.
• Excellent written and verbal communication skills, with experience producing professional proposals and presenting to clients.
• Solid analytical and organizational skills, attention to detail, and the ability to manage multiple bids and deadlines simultaneously.
• Knowledge of building codes, mechanical standards, and safety requirements relevant to commercial retrofits.
• Self-motivated team player with a solutions-oriented mindset; ability to work collaboratively with Sales, Project Management, and Field teams.
• Valid drivers license and ability to travel to job sites and vendor facilities; certifications such as ASHRAE, LEED, CEM, or NICET are desirable but not required.

Benefits

• Competitive Pay: $105k - $145k
• Lucrative Commission Plan
• Annual Bonus
• 100% Employer Covered for Employees (Starts Day 1):
  • Medical
  • Dental
  • Vision
• Life Insurance
• Long-Term Disability
• 2 weeks PTO
• 9 Paid Holidays
• 401(k) w/ Matching (up to 4%)
• Tuition Reimbursement
• Company Vehicle