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.