ESTIMATOR

ROLE RESPONSIBILITIES & ACCOUNTABILITY**

Core Function

The Estimator / Project Manager is responsible for managing the full project sales cycle from lead intake through project handoff to operations, while achieving defined pipeline, conversion, and margin targets. This role owns data integrity, pipeline movement, and measurable sales performance and project financial performance.

PRIMARY RESPONSIBILITIES

Pipeline & Sales Management

· Manage all leads, bid opportunities, and pipeline activity within approved system

· Ensure all opportunities are entered within 3 business days of receipt

· Track and maintain accurate status of all bids (bidding, submitted, awarded, lost)

· Schedule and complete weekly follow-up (“touches”) on all active bids

· Document all communication, updates, and outcomes in the system

Estimating & Proposal Development

· Perform detailed take-offs and develop accurate cost estimates for labor, materials, equipment, and subcontractors

· Ensure all estimates are:

o Complete and fully scoped

o Aligned with company pricing and margin targets

o Submitted in advance of deadlines to allow internal review

· Prepare and submit competitive proposals that align with project requirements and company standards

Conversion Rate Management & Tracking

· Monitor, track, and report all estimating activity with a focus on bid-to-award conversion rate within approved system

· Maintain and report the following metrics weekly within approved system:

o Total bids submitted

o Total bids awarded

o Total dollar value submitted vs awarded

o Conversion rate (%)

· Identify and document reasons for lost bids (pricing, scope gaps, competition, timing)

· Actively implement improvements to increase conversion performance

Pre- Estimate Review with Superintendent

· Overview of project, Vendor choices, Scope, Review field approach, identify risks financial and schedule.

· Determine construction approach.

Project Coordination & Handoff

· Develop preliminary project budgets, schedules, and scope alignment prior to project start

· Coordinate with Operations Manager and Superintendents to ensure a complete and accurate handoff

· Ensure all awarded projects are fully set up in approved system, including:

o Budget

o Schedule

o Documentation

o Subcontractor coverage

Vendor & Subcontractor Management

· Solicit bids and maintain relationships with suppliers and subcontractors

· Negotiate pricing and scope coverage to ensure competitive positioning

· Negotiate and conduct buyouts aimed at capturing material, subcontractor savings from estimated costs.

· Confirm all required trades and materials are covered prior to bid submission

Cost Control & Value Engineering

· Identify cost-saving opportunities during estimating. Convey value engineering opportunities to potential customers to demonstrate our added value beyond price.

· Evaluate material selections, means and methods, and subcontractor pricing

· Ensure estimates account for risk, schedule impacts, and market conditions

· Communicate regularly and work with Superintendents to manage risk schedule impacts to ensure projects meet financial objectives.

Documentation & System Accountability

· Maintain accurate and complete project documentation including RFIs, proposals, change orders, and bid records in approved system.

· Ensure systems are fully utilized and reflects real-time, accurate data

· Support reporting and visibility across pipeline, bids, and awarded work

Deliverables:

The Estimator / Project Manager is expected to provide the following deliverables:

Weekly Deliverables-documented in approved system

· Updated pipeline report including all active bids and bids submitted within the last 45 days

· Conversion tracking report including:

o Number of bids submitted

o Number of bids awarded

o Conversion rate (%)

o Total value submitted vs awarded

· Summary of lost bids with documented reasons

· KPI and activity report submitted prior to weekly management meetings

Estimating Deliverables

· Complete and accurate estimates delivered in time for review or at least one day prior to deadlines, when a review is unnecessary

· Fully developed proposals submitted at least one day prior to due date.

· Confirmed subcontractor/vendor coverage for all bids

· Properly structured pricing aligned with company financial targets

Project Setup Deliverables

· Complete setup in approved system for all awarded projects within 3 days of award

· Preliminary budget and schedule established in approved system with letter of intent

· Pre-Estimate review with Superintendents and update estimates based on their input

· Documentation uploaded and organized in approved system

· Handoff package completed and reviewed with Superintendent two weeks in advance of start date

Post-Project Deliverables

· Estimate vs. Actual analysis completed within 2 weeks of project completion

· Identification of:

o Cost variances

o Labor performance gaps, manhours and dollars

o Material overages or savings

o Buyout savings

o Labor percentage, COGS percentage and Gross profit percentage

· Submission of findings to the operations manager for review and process improvement within two weeks project finish

Performance Expectations:

The Estimator / Project Manager will be evaluated based on the following criteria:

Sales & Conversion Performance

· Maintaining a minimum 50% bid-to-award conversion rate (or company-defined target)

· Achieving weekly and monthly sales and revenue targets

· Maintaining a consistent and active pipeline sufficient to support company sales goals

Accuracy & Quality

· Accurate fully developed estimates at targeted percentages and dollars.

· Alignment of estimated vs actual project performance

· Minimal scope gaps or missed costs

Timeliness & Execution

· 100% on-time delivery of estimates and proposals

· Timely follow-up and pipeline activity management

· Consistent adherence to deadlines

System Usage & Reporting

· Full utilization of approved system for job costing and pipeline activity

· Accurate and up-to-date data at all times

· Timely, (Weekly) submission of all required reports and KPI tracking

Accountability & Continuous Improvement

· Active participation in identifying, documenting and resolving estimating misses, losses

· Implementation of corrective actions based on project performance data with Superintendents weekly

· Contribution to process improvements across estimating and operations

· Active sales effort continuously documenting client touches.

REPORTING:

Reports to, CFO

Attend our weekly virtual construction meetings every Friday afternoon at 7:30 a.m. via teams (subject to change with limited notice), Attends weekly sales meeting.

The following will require immediate notification of the CFO.

THE SCHOOL BOARD OF MANATEE COUNTY

Local Title: ASSISTANT, PROJECT

State Title: Other Facilities Staff

JOB DESCRIPTION

JOB GOAL:

To ensure that financial records, procedures and reports are completed in a timely and accurate manner for the

Department of Construction Services.

QUALIFICATIONS:

1. Associate’s Degree from an accredited college or university.

2. Minimum of two (2) years of successful experience in accounting/bookkeeping.

3. Comparable amount of education, training and/or experience may be substituted for the minimum

qualifications.

KNOWLEDGE, SKILLS AND ABILITIES:

Thorough knowledge of generally accepted accounting principles, laws and policies governing school financial

practices and procedures. Knowledge of developing spreadsheet applications on personal computers. Knowledge of

modern office practices, standard office and accounting equipment and procedures. Ability to work independently

and make decisions without supervision. Ability to analyze, prioritize and solve problems efficiently. Ability to

handle several different tasks at one time, meeting deadlines with time constraints. Effective oral and written

communication skills required.

In addition to the above, knowledge and understanding of construction industry procedures and terminology.

Ability to demonstrate proficiency in utilizing construction management, spreadsheet and word processing software.

Ability to perform routine duties with minimal supervision. Ability to establish and maintain effective

communication with Board Members, business professionals, administrative personnel, District employees and the

public. High degree of ability to deal with the public, professional and District personnel.

REPORTS TO:

Project Director

Office Manager

SUPERVISES:

N/A

PERFORMANCE RESPONSIBILITIES:

1. Review progress pay applications, periodic billings and invoices for accuracy and completeness.

2. Calculate and process monthly billings for reimbursement of expenses.

3. Prepare and process reports in a timely and accurate manner.

4. Complete reports on all applicable federal and state grants and submit as required.

5. Work with Finance to reconcile all accounts throughout the construction process.

6. Assist with project closeout documentation.

7. Assist Project Director with scheduling meetings, appointments and coordinating calendars.

8. Assist with the preparation and compilation of documents to be submitted to the Board.

9. Maintain project records, files, and documents.

10. Assist state/private auditors during the school district annual audit.

11. Monitor payment of construction managers, architects, engineers, building officials and other professionals

as required.

12. Coordinate and implement the construction manager’s warranty process.

13. Assist with preparation of contracts.

14. Coordinate and implement the DMP program with contractors and vendors to provide for appropriate sales

tax savings.

15. Prepare purchase orders and check requests as required.

16. Ensure adherence to good safety standards.

17. Maintain confidentiality regarding school/workplace matters.

18. Model and maintain high ethical standards.

19. Represent the district in a positive and professional manner.

20. Demonstrate initiative in the performance of assigned responsibilities.

21. Respond to inquiries and concerns in a timely manner.

22. Communicate effectively with staff, administrators and vendors.

23. Keep supervisor informed of potential problems or unusual events.

24. Follow federal and state laws as well as School Board policies, rules and regulations.

25. Demonstrate support for the school district and its goals and objectives.

26. Prepare all required reports and maintain all appropriate records.

27. Participate successfully in the training programs offered to increase skill and proficiency related to

assignment.

28. Perform other tasks consistent with the goals and objectives of this position.

PHYSICAL REQUIREMENTS:

Light Work: Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force as frequently as needed

to move objects.

TERMS OF EMPLOYMENT:

Salary and benefits shall be paid consistent with the District’s approved compensation plan. Length of the work

year and hours of employment shall be those established by the District

EVALUATION:

Performance of this job will be evaluated in accordance with provisions of the Board’s policy on evaluation of

personnel.

Board approved: 08/14/2006

Revised: 02/23/2009, 10/25/2016, 05/22/2018

SALARY SCHEDULE: SUPPORT

PAY GRADE: 32

SHORT TITLE: FIS025

STATE JOB CODE: 74033

 APPLY HERE: https://www.manateeschools.net/o/sdmc/page/careers

Pay Scale- Approved Budgeted Hourly: $19.65- $21.98

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