Take-off and Estimating Coordinator

Description: Founded in 1963, Olympic International is Western Canada's leading sales provider of HVAC equipment solutions. Headquartered in North Vancouver, we've 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's for industrial, commercial, or institutional applications, our extensive HVAC knowledge and technical expertise drive our commitment to excellence. Role Overview: This pivotal role involves two processes, Take-off and Estimating. A basic knowledge of HVAC systems, including heating, cooling, and ventilation, is essential to effectively perform this role . 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. Additionally, the role includes managing the inbox and taking a proactive approach to process improvements. The estimating process is crucial for ensuring accurate project cost estimations, 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 serves as the entry-level position in our sales office and acts as the foundational training role for all other positions within the Company. Reports to: Estimating Manager. 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, escalating clarification requests as required. 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 consistency of project information 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 job bid calendar, monitor upc…

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