Are you detail-oriented, analytical, and looking to build a rewarding career in HVAC? As a Take-off & Estimating Coordinator, you'll play a critical role in turning project opportunities into accurate material take-offs and competitive cost estimates that support successful project execution and business growth.
This pivotal role involves two processes, Take-off and Estimating. Basic knowledge of HVAC systems, including heating, cooling, and ventilation, is essential to perform this role effectively.
The take-off process involves capturing detailed information from mechanical schedules, performing precise take-offs from project drawings, and analyzing project requirements to ensure accuracy in material and equipment quantification. The role also includes managing the inbox and proactively improving processes.
The estimating process is crucial to accurate project cost estimates, which enhance competitiveness and profitability. The Estimator will gain a thorough understanding of our HVAC equipment offerings, use specialized software to produce precise cost estimates, and verify supplier quotes for accuracy and competitiveness. They will also play a key role in maintaining cost transparency, analyzing project drawings, and serving as the primary point of contact and support for clients, vendors, and Sales/Project Management teams, ensuring seamless project execution through various stages of the process.
The Take-off and Estimating Coordinator role is the entry-level position in our sales office and serves as the foundational training role for all other positions within the Company.
About Us:
Founded in 1963, Olympic International is Western Canada’s leading sales provider of HVAC equipment solutions. Headquartered in North Vancouver, we have grown from a manufacturer’s representative to the region’s foremost HVAC solutions provider, serving British Columbia and the Yukon. We specialize in meeting the HVAC equipment needs of building owners, mechanical contractors, engineering, procurement, and construction (EPC) firms. Whether it is for industrial, commercial, or institutional applications, our extensive HVAC knowledge and technical expertise drive our commitment to excellence.
Key Responsibilities:
Mechanical Take-offs:
- Complete accurate mechanical take-offs from project drawings and specifications, quantifying required materials and equipment.
- Review mechanical drawings, equipment schedules, specifications, and addenda to identify project requirements and ensure accurate equipment selection and quantities.
- Extract and record detailed information from mechanical schedules, ensuring all required data is accurately reflected in the take-off.
- Identify discrepancies, omissions, and conflicts between drawings, specifications, and schedules, and escalate clarification requests as needed.
- Review revised drawings and addenda to identify and incorporate changes impacting previously completed take-offs.
- Maintain organized and traceable take-off records to ensure accuracy, consistency, and effective project documentation.
- Manage the take-off inbox, prioritize requests, respond promptly to customer inquiries, and coordinate effectively with internal and external project stakeholders
JME Management:
- Update the Job Master Estimate (JME) to reflect project-specific equipment requirements, ensuring accurate equipment tags and quantities are entered into job planning lines.
- Verify equipment tags, quantities, descriptions, and costs against project documentation to maintain JME accuracy.
- Ensure project information is consistent across the JME, take-off documentation, and estimating databases.
Estimation:
- Complete small estimates by entering all costs into the JME, generating supplier quotes when necessary, and updating the Bill of Materials (BOM) to specify what is included or excluded.
- Review supplier quotations to ensure accuracy, completeness, and alignment with project requirements.
- Collaborate with the sales team to review and finalize estimates prior to job close dates.
- Utilize estimating software, databases, and costing tools to maintain efficient workflows and accurate HVAC equipment pricing.
Job Bid Management:
- Oversee the job bid calendar and monitor upcoming bid opportunities, submission deadlines, and project priorities to support timely estimate completion.
- Coordinate with internal teams to ensure take-offs and estimates are completed by bid deadlines.
- Track the status of ongoing take-offs and estimates, proactively communicating potential delays or resource constraints.
- Maintain accurate project records, including bid dates, revisions, and relevant documentation.
Efficient communication and collaboration:
- Support the sales team by providing estimates, proposals, and project information to facilitate successful project execution.
- Proactively communicate project status, outstanding requirements, and potential challenges to internal stakeholders.
- Establish work priorities, follow established procedures, and complete administrative activities accurately and efficiently.
- Collaborate with team members to balance workloads and complete priority projects on time.
- Maintain professional relationships and effective communication with internal stakeholders, suppliers, and customers.
- Perform other related duties and responsibilities as assigned.
Qualifications:
Education, Licenses and/or Certification, Experience Required:
- A bachelor’s degree or diploma in Mechanical Engineering, Construction Management, or a related field, or an equivalent qualification as an HVAC technologist.
- At minimum, basic knowledge of HVAC systems, including heating, cooling, and ventilation.
- Ability to interpret mechanical drawings, specifications, blueprints, and schedules accurately.
- Proficiency in Microsoft Office, Business Central, Bluebeam, Google Suite, and SharePoint.
- Strong organizational, communication, and time management skills, with the ability to manage multiple projects simultaneously, focusing on budget management, productivity, and meeting deadlines.
- Analytical skills to break projects into tasks and sub-tasks, with attention to detail (e.g., precise material and equipment quantification).
- Motivated self-starter, quick learner, and open to feedback for continuous improvement and skill development.
- Strong customer-centric focus, with the ability to think outside the box and coordinate with clients while managing multiple responsibilities.
What You Can Expect from Us:
At Olympic International, we prioritize your professional development and collaboration, and we recognize your contributions, creating a rewarding and energizing workplace. Your success is our success, and we look forward to supporting your career journey.
Compensation: $60,000 to $70,000
Benefits:
- Health, Vision, and Dental Care
- RRSP Matching
- Paid Time Off
- Yearly Physical Health Benefit
- Training & Development, and Mentoring/Coaching
- Wellness resources (such as standing desks, ping-pong table, on-site kitchen)
- Company Events (such as BBQ, End-of-the-Year Party, etc.)
- Business Casual Dress Code
How to Apply: Interested candidates may submit their resume and cover letter to careers@olympicinternational.com.
Olympic International is proud to be an Equal Employment Opportunity employer. We're dedicated to attracting, retaining, and developing our people regardless of gender identity, ethnicity, sexual orientation, disability, and age. We encourage applications from all sectors of the community. We’re committed to replying to each application and look forward to getting in touch with you.
