Cost Estimation Executive for HVAC

Job Description:

Department: Costing & Estimation under the Sales Department
Reporting To: Senior Technical Sales Executive
Location: University Area, Ahmedabad

Overview:
The Cost Estimation Executive for HVAC projects will be responsible for preparing
accurate cost estimates and budgets for HVAC systems, ensuring competitiveness while
maintaining profitability. This role involves analyzing project requirements, reviewing
specifications, and collaborating with teams to develop cost-effective solutions.

Key Responsibilities:
1. Project Cost Estimation:
○ Accurately calculate project costs, including material, labor, and overhead
expenses.
○ Prepare BOQs (Bill of Quantities) and cost sheets based on project
requirements.
2. Vendor Rate Management:
○ Maintain and update vendor rates in a single sheet for easy reference.
○ Regularly negotiate and verify rates with suppliers to ensure competitive
pricing.
3. Quotation Preparation:
○ Prepare and submit quotations based on finalized cost estimates.
○ Ensure all necessary approvals before releasing quotes to clients.
4. Data Accuracy & Documentation:
○ Maintain error-free records of all cost-related data.
○ Keep proper documentation of purchase orders, vendor agreements, and cost
approvals.

5. Coordination & Communication:
○ Coordinate with the Purchase, Sales, and Project Execution teams for
cost-related clarifications.
○ Communicate with vendors for updated pricing and material availability.
6. Cost Control & Analysis:
○ Identify cost-saving opportunities without compromising quality.
○ Monitor project costs to ensure they remain within budget estimates.
7. Reporting & Accountability:
○ Provide daily, weekly, and monthly costing reports to management.
○ Highlight cost variations and suggest corrective actions.

8. Tendering and Proposals:
○ Assist in preparing tender submissions and pricing proposals for clients.
○ Ensure accuracy and completeness of bid documents, including bill of
quantities (BOQ).
In summary, key responsibilities are:
● Estimate costs of materials, labour, and overheads.
● Prepare BOQs and cost sheets.
● Maintain and update vendor rate sheets.
● Prepare and release approved client quotations.
● Coordinate with Sales, Purchase, and Project teams.
● Track project budgets and highlight cost-saving opportunities.
● Assist with tender documentation and proposals.
● Maintaining an error checklist and to update it at regular intervals and making this a
practice.
● Tracking daily work progress and keeping yourself updated with the current events
related to tender related news, rules and regulations etc.
● Quarterly self-performance review.
Work Expectations:
● Ensure all costing work is completed accurately and on time.
● No delays or errors in rate updates, quotations, or reporting.
● The vendor rate sheet must always be up-to-date.
● Maintain confidentiality of pricing and cost data.
Qualifications:
● Diploma or Degree in Mechanical Engineering, HVAC, or a related field.
● 1+ years of experience in cost estimation or a similar role in the HVAC industry.
● Proficiency in HVAC design, equipment selection, and system calculations.
Skills Required:
● Strong analytical and numerical skills.
● Proficiency in estimation tools and software, such as AutoCAD, MS Excel, and ERP
systems.
● Knowledge of market trends, pricing strategies, and HVAC systems.
● Excellent communication and negotiation skills.

Work Environment:
Professional & Collaborative:
● Work closely with the Sales, Purchase, and Project Execution teams to ensure
accurate cost estimates.
● Regular coordination with vendors and suppliers for rate negotiations.
Detail-Oriented & Time-Sensitive:
● Precision in calculations and timely submission of cost estimates are crucial.
● Costing work must be completed without fail, as it directly impacts project
profitability.
Technology-Driven:
● Use of Excel, ERP software, or costing tools to maintain records and generate
reports.
● Regular updates to the vendor rate sheet for accurate cost comparisons.
Growth & Learning-Oriented:
● Opportunities to learn industry trends, cost-saving techniques, and negotiation
skills.
● Regular training sessions to enhance costing and estimation expertise.
Accountability & Ownership:
● Employees are expected to take full responsibility for their work, ensuring zero
errors in cost sheets.
● Direct reporting to the senior management for approvals and project reviews.
Supportive & Performance-Based:
● Recognition for cost optimization strategies and successful project cost control.
● Performance-based incentives for meeting budgeting goals.
Compensation:
Performance-Based Incentives:
● Additional bonus based on cost-saving strategies implemented.
● Incentives for successfully completing projects within estimated budgets.