HVAC-Project Manager / Estimator (PM/E)

About the Job

Job Title: HVAC Proejct Manager/ Estimator (PM/E)

Company: MPH-m.air Cooling & Heating

Location: Manhattan, Montana

Salary: $95,000- $115,000 annually "DOE"

Overview:

The Project Manager/Estimator (PM/E) plays a crucial role in planning, organizing, coordinating, and directing the efforts of both the project management and estimating team to achieve the profit and growth objectives of Manhattan Plumbing & Heating. This position involves overseeing new construction, (Residential & Commercial) projects and sales in the m.air department, ensuring their successful execution from inception to completion according to established schedules and specifications, as well as providing comprehensive construction estimating, bidding, and sales services.

As a strong leader, the PM/E will liaise with field project managers and job superintendents, acting as the primary point of contact between the main office, general contractors, and other stakeholders. The PM/E is responsible for providing project management resources, directing project activities, and supporting business development efforts, including sales, direct customer relations, estimating, bidding, pricing, and project negotiations. Additionally, the PM/E may perform basic engineering tasks and correspondences for selected projects, particularly in all Plumbing, Heating, and HVAC Departments.

This role encompasses both the administrative and operational aspects of project management, estimating, and sales, requiring a proactive and detail-oriented approach to drive projects to successful completion and secure new business while meeting company objectives.

Key Responsibilities:

Project Management & Execution:

• Collaborate with department managers of Plumbing, Heating, and HVAC to ensure projects are managed and executed on time and within budget.
• Serve as the first point of contact for department managers, main office teams, general contractors, and other stakeholders, effectively relaying information as needed.
• Address issues or inquiries beyond daily job-site operations, maintaining clear communication with all relevant parties.
• Perform site walks to confirm compliance with blueprints, specifications, and project plans. Identify potential issues early and provide solutions in a timely and cost-effective manner.
• Conduct travel and site surveys weekly, working with MPH Department managers, superintendents and foremen to ensure a clean, secure, and safe work environment for all personnel.
• MPH Project Managers are Safety Ambassadors. You'll play a crucial role in promoting and enforcing safety protocols on construction sites, actively monitoring compliance and leading by example. Performing safety training, communication, incident investigation, and reporting.

Project Planning & Scheduling:

• Assist in project design, verifying that the Scope of Work is accurately represented and facilitating project scheduling and milestones.
• Develop and maintain detailed project schedules, collaborating with the Department Manager and Project Foremen to align with the overall company schedule.
• Review weekly timecards with department managers to ensure accurate job coding, labor documentation, and material tracking. Support field management with forecasting schedules on company SFO systems.
• Frequently review planned vs. actual project timelines and costs, taking immediate action to address any discrepancies.
• Monitor project costs during the construction phase and communicate with other project managers to ensure adherence to the budget.
• Identify potential cost-saving opportunities and assist with change orders as needed.

Documentation & Administration:

• Oversee and manage all project documentation, including RFI's, change orders, submittals, Purchase Orders, QA/QC records, O&M manuals, and procurement logs.
• Ensure all project team members are fully informed of updates, changes, and necessary documentation for project continuity.
• Prepare, submit, and track approval processes for change orders and submittals, working closely with the estimating department and department managers for accurate pricing.
• Organize and maintain accurate project records, ensuring easy access for all team members.
• Support ongoing contract billing and collaborate during billing cycles to ensure financial accuracy and compliance.

Procurement & Resource Management:

• Assist in materials ordering and material take-offs, ensuring timely and budget-conscious deliveries for projects. Manage returns to maximize project profitability.
• Track fixtures, equipment, and materials to ensure they are on-site as needed, avoiding project delays.
• Coordinate procurement of specialty materials when required with suppliers and vendors.
• Coordinate permit pulling and gathering information for Pre-Kickoff (PKO) meetings to ensure projects are set up for success from the start.

Estimating, Bidding, & Business Development:

(The responsibilities cover the full lifecycle of project acquisition, from initial analysis and detailed take-offs to bid preparation, client negotiation, and handoff.)

Project Analysis & Scoping:

• Review all construction documents (blueprints, specifications, and contracts) to fully define the mechanical system requirements, scope of work, bid requirements, schedule sequences, and identify potential risks/non-standard conditions.
• Collaborate with general contractors, project managers, engineers, and architects to clarify project details and identify potential challenges.
• Attend project meetings and conduct site visits to gather comprehensive information required for accurate estimating and quoting.

Estimation, Pricing, & Bidding:

• Develop detailed estimates and quotes based on all stages of documentation (conceptual, schematic, design development, and construction documents).
• Execute detailed quantity take-offs for material, equipment, and labor costs (including calculating labor based on estimated time and crew size).
• Proactively research and obtain current pricing for all materials and equipment by engaging with suppliers, vendors, and manufacturers.
• Consider additional factors in pricing such as permits, inspections, and potential contingencies.
• Utilize MPH estimating software and tools to efficiently and accurately create and finalize estimates.
• Prepare comprehensive, competitive bids and proposals, including all necessary supporting documentation (e.g., work plans, schedules, and bid breakdowns).

Sales, Negotiation, & Handoff:

• Manage the full bid process, including submitting proposals, answering client questions, and negotiating contracts to secure the project award.
• Develop and maintain strong relationships with clients, contractors, suppliers, and subcontractors to support business development and ensure competitive pricing.
• Maintain organized records of all estimates and project data.
• Post-Award Handoff: Meet with construction, engineering, and estimating teams during PKO/Project Kickoff meetings to inform them of project specifics and ensure a smooth transition from sales to execution.
• Assist in closing out projects according to the approved schedule, ensuring all project deliverables are met.

Time Management:

• Manage time effectively and be conscientious of schedule to maximize office time, field time and other aspects of position.
• m.air - MPH Project managers & estimators are expected to manage and lead, by example averaging 45 working hours per week. Consistent daily schedules are also expected to set a good precedent and example for other employees and a leader in this company.

Prerequisites & Core Competencies:

Minimum Requirements:

• Education/Experience: Bachelor's degree in a construction or engineering related field or equivalent work experience. A minimum of 5+ years' experience in the plumbing/heating/ hydronic/ HVAC Mechanical estimating construction industry.
• Technical Expertise: HVAC and estimating experience are required. Strong understanding of construction, plumbing, heating, hydronic, mechanical estimating, and project management for both plan & specification and design-build projects.
• Software Proficiency: SAGE 100 experience preferred. Proficient in the use of computers/ printers/ plotters, Windows-based operating environment, Microsoft Office, Google Workspace, Bluebeam. Procore
• Logistics: Possession of a valid driver's license and satisfactory driving record.

Knowledge, Skills & Proficiencies:

• Must possess excellent communication skills (analytical, technical, writing, and interpersonal), which demonstrate an ability to organize, schedule, direct, control, and manage construction projects and personnel.
• Ability to read and interpret blueprints.
• Knowledge of plumbing and piping installation.
• Strong Leadership skills and Learning Adaptability.
• Excellent time and self-management skills.
• Proven Problem-solving skills, excellent work ethic, Goal oriented, and strong Industry knowledge.

m.air - MPH Benefits & Incentives:

• Competitive wages $95,000-110,000 salary - DOE.
• Company Office atmosphere.
• Company paid phone (app/ sim) per month - DOE.
• Company supplied vehicle (for work purposes).
• Continued education & paid training.
• Company attire.
• Medical Insurance - we pay 75% of your health insurance premiums (health insurance is available the first day of the month after your first 90 days).
• Company Life Insurance - Day one.
• Company Dental, Vision, Voluntary Critical Illness, Cancer, Hospital Indemnity, and Accident Insurance are also available.
• Company 401K Plan with MPH - 4% match, *(Plus, an additional 3% match at the end of the year) Total of 7%.
• Year-End Bonuses.
• All employees are eligible to advance to any position within the MPH departments.
• Accruing Paid Time Off day one, (PTO) = (1-Week/ 40.0hrs after year one, 2-Week/ 80.0hrs after two years).
• Our family of employees participate in company events, trap shooting, cornhole tournaments, outdoor activities, MSU tailgates, camping, fishing, BBQs, and other fun activities throughout the year.

Are You a Good Fit?

We are looking for someone who is motivated to do quality work and further their career as an m.air HVAC (PM/E) Project Manager & Estimator. Ask yourself: Do you get along well with others and have a true understanding of teamwork? Do you take pride in your work? Are you kind and helpful? If so, we want to meet you!