HVAC Quoting Engineer

JOB DESCRIPTION

HVAC Quoting Engineer

Job Title

HVAC Quoting Engineer

COR Code

To be completed by the HR department, according to classification (group of installation engineers / specialized engineers)

Department

Technical-Commercial / Sales Department

Hierarchical Level

Execution, Specialist

Reports to

Commercial Director

Manages

None

Replaced by

Another quoting engineer or a person designated by the hierarchical superior

Replaces

Colleagues in the department, at the request of the hierarchical superior

Work Location

Company headquarters, with occasional trips to clients, suppliers, construction sites, or trade fairs

Work Schedule

8 hours/day, 40 hours/week (or according to the individual employment contract)

The HVAC Quoting Engineer ensures the technical and commercial basis for quotations for air conditioning, ventilation, heating, and cooling equipment and solutions. They analyze customer requests (designers, installers, builders, investors), select suitable equipment from the company's portfolio, and prepare technically correct, competitive quotations in accordance with the company's commercial policy.

The position serves as a link between the technical requirements of projects, the product portfolio of represented suppliers, and the sales team. The ultimate goal is to increase the conversion rate of quotations into firm orders.

The position reports directly to the Commercial Director and provides back-office quoting support for all equipment in the company's distributed portfolio.

• Receives and analyzes requests for quotations (RFQs), technical specifications, bills of quantities, technical projects, and tender documentation.

• Identifies technical requirements, applicable standards, deadlines, and special conditions (warranty, delivery, commissioning).

• Requests clarifications from the client or designer when the documentation is incomplete or contradictory.

• Evaluates the technical and commercial feasibility of the request and prioritizes quotations based on deadlines and sales potential.

• Selects equipment from the company's portfolio;

• Uses manufacturer selection software and verifies performance;

• Performs verification technical calculations (indicative thermal loads, air and thermal agent flow rates, pressure drops, component compatibility).

• Proposes alternative or technically equivalent solutions when project specifications cannot be strictly met, providing technical justification for deviations.

• Verifies equipment compliance with current norms and regulations (including those related to energy efficiency, ecodesign, and fluorinated gases).

• Prepares the complete technical-commercial quotation: equipment description, technical specifications, quantities, prices, delivery times, payment terms, warranty, and quotation validity.

• Calculates prices based on supplier price lists, transport, customs, and logistics costs, approved margins, and permitted discounts.

• Requests quotations and confirmations of price, availability, and delivery time from manufacturers and suppliers.

• Adheres to the internal quotation approval procedure (minimum margin, approvals for high values or special conditions).

• Ensures timely submission of quotations and updates quotations when customer requirements change.

• Analyzes award documentation and identifies technical and qualification requirements relevant to the company.

• Prepares the technical part of the bid (technical data sheets, declarations of conformity, certificates, representation authorizations, manufacturer declarations).

• Collaborates with the legal and financial departments for administrative documents and bid guarantees.

• Monitors the tender procedure stages (clarifications, appeals, results) and informs management.

• Provides technical consultancy to designers, installers, and end-users on selecting solutions and using equipment.

• Participates, as needed, in meetings with clients, technical presentations, and negotiations, alongside sales representatives.

• Prepares presentations, comparative technical data sheets, and product documentation for clients.

• Provides support during the order phase: verifies order compliance with the quotation, confirms technical details, and transmits information to the logistics and procurement departments.

• Follows up on submitted quotations (follow-up) together with sales agents and analyzes the reasons for won or lost bids.

• Maintains a record of quotations in CRM/ERP: status, value, probability of winning, deadlines.

• Revises quotations after negotiations and proposes technical and financial optimization solutions.

• Maintains contact with engineers and technical representatives of manufacturers for support in selection and special projects.

• Requests special quotations for large projects (project pricing) and monitors their approval.

• Stays informed about portfolio updates, range changes, price list updates, and new products.

• Participates in technical training organized by manufacturers.

• Reports directly to the Commercial Director and provides back-office quoting support for all equipment in the company's distributed portfolio (all ranges and all represented manufacturers), not just those within their own specialization area.

• Handles and prepares quotations requested directly by the Commercial Director (key accounts, strategic projects, large tenders), within the deadlines and priorities set by them.

• Provides back-up for the Commercial Director in quoting activities: prepares, checks, and, in their absence, finalizes quotations within delegated authority limits.

• Prepares price and margin analyses, techno-economic variant comparisons, and summaries of ongoing quotations for the Commercial Director.

• Keeps the status of quotations, project prices, and agreed conditions with manufacturers up-to-date, ensuring the Commercial Director has quick access to necessary information.

• Stays current with all distributed equipment ranges: features, price lists, availability, and delivery times.

• Updates and maintains the internal database with products, technical data sheets, typical configurations, and previously prepared quotations.

• Proposes improvements to quoting processes, templates, and tools used.

• Contributes to market and competitor analysis: prices, alternative products, technological trends.

• Participates in trade fairs, exhibitions, and technical events, at management's request.

• Supports the marketing department with technical information for promotional materials.

• Trains new colleagues or those in sales on products and solutions.

• Performs other tasks assigned by the hierarchical superior, within the scope of their professional competencies.

• Higher technical education with an engineering degree, preferably in construction installations;

• Courses or certifications in HVAC, energy efficiency, or refrigeration systems are an advantage;

• Minimum 2–3 years of experience in quoting, technical sales, design, or HVAC execution (for mid-level).

• Candidates without experience (junior level) may be considered if they have solid technical training and motivation for the field.

• Experience in HVAC equipment distribution or working with international manufacturers is an advantage.

• Knowledge of the operating principles of heating, ventilation, air conditioning, and cooling systems.

• Knowledge of HVAC equipment types and selection criteria.

• Ability to read and interpret installation projects, functional diagrams, plans, and technical specifications.

• Basic knowledge of relevant legislation and norms (energy efficiency, ecodesign, F-gas, installation norms).

• Microsoft Office, with an emphasis on Excel (advanced level: formulas, pivot tables, price calculations).

• Proficiency in using manufacturer selection software.

• AutoCAD or similar software for reading plans (Revit is an advantage).

• Experience with ERP/CRM systems (advantage).

• English, good level (written and spoken), for communication with manufacturers and technical documentation.

• Another international language (German, Italian, etc.) is an advantage.

• Attention to detail and rigor in document preparation.

• Organizational skills, ability to prioritize, and meet deadlines.

• Communication and teamwork skills.

• Client and results orientation.

• Analytical thinking and problem-solving skills.

• Willingness for continuous learning.

• Discretion and respect for the confidentiality of commercial information.

• Driving license category B (advantage, for travel).

• Availability for occasional travel within the country and, possibly, abroad.

Has the authority to:

• Select equipment and technical solutions from the company's portfolio for the quotations they prepare;

• Request information and documents from clients, designers, and suppliers;

• Submit quotations within the price, margin, and discount limits approved by the internal procedure;

• Propose technically equivalent alternative solutions.

Does not have the authority to:

• Grant discounts or commercial conditions outside the approved limits, without the superior's consent;

• Legally bind the company or sign contracts;

• Modify pricing policy or general sales conditions;

• Disclose confidential commercial or technical information to third parties.

• Hierarchical: Reports directly to the Commercial Director.

• Functional: Collaborates with sales agents, procurement, logistics, finance-accounting, legal, marketing, and service/technical support departments.

• Clients: installers, builders, designers, integrators, investors, end-users.

• HVAC equipment suppliers and manufacturers.

• Contracting authorities and public procurement platforms (as applicable).

• Organizers of courses, trade fairs, and specialized events.

Performance is evaluated periodically (monthly/quarterly/annually) based on indicators such as:

Indicator

Description

Number of quotations prepared

Volume of quotations prepared in the evaluated period

Response time

Adherence to internal and client deadlines for quotation submission

Conversion rate

Percentage of quotations converted into firm orders

Value of won quotations

Value of orders resulting from own quotations

Quotation quality

Number of technical or pricing errors, revisions, and complaints

Adherence to margins

Compliance with approved margins and discounts

Data update degree

Correct and timely completion of data in CRM/ERP

Customer and colleague satisfaction

Internal and external feedback on technical support

• Office work, computer-based, with intellectual and visual demands.

• Tight deadlines and periods of high workload (tenders, large projects).

• Occasional travel to clients, suppliers, construction sites, and events.

• Equipment provided: computer/laptop, phone, software licenses, access to internal systems.

• Complies with occupational safety and health regulations and fire safety rules, including during site or warehouse visits (use of personal protective equipment).

• Participates in periodic training and learns emergency procedures.

• Complies with provisions regarding personal data protection (GDPR) and the internal information security policy.

• Maintains confidentiality of data about clients, prices, margins, commercial conditions, and company strategies, both during and after the employment contract termination, according to contractual clauses.

• Adheres to the Internal Regulations, Code of Conduct, and the procedures of the quality management system (if the company is certified).

This job description may be supplemented or modified by the employer, with employee notification, depending on organizational needs and legislative changes. It is an integral part of the individual employment contract.