Estimating Administrator

JOB TITLE: Estimating Administrator
REPORTS TO: V.P. of Business Development
DIRECT REPORTS: None
TRAVEL: No
FLSA: Non-Exempt
JOB TYPE: Full-Time
GENERAL

JOB SUMMARY:

The Estimating Administrator owns the daily review and organization of the Elite Estimating email inbox. This person reviews every incoming message, identifies estimating-related opportunities and project information, validates that the information is relevant and complete enough for internal review, and routes it to the appropriate Elite team member. The purpose of the role is to make sure no bid opportunity, addendum, plan update, deadline, or important project communication is missed.
Primary purpose: Review every email, determine what action is needed, assign it internally, and track it until the proper person takes ownership.
CORE AREAS OF RESPONSIBILITY
Estimating Inbox Management
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Monitor the Elite Estimating email inbox throughout each workday.
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Review incoming bid invitations, requests for proposals, plan releases, addenda, deadline changes, prequalification requests, and other estimating-related messages.
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Sort and organize messages by urgency, branch, project, due date, and required action.
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Maintain an orderly inbox and electronic filing structure so information can be located quickly.
Opportunity Validation and Routing
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Determine whether each opportunity or message is relevant to Elite’s services and business.
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Check that the available project information includes the basic details needed for internal review, including project name, location, customer, scope, plans or specifications, and bid due date when provided.
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Route each item to the appropriate estimator, business development representative, branch leader, operations leader, or manager.
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Flag urgent deadlines, incomplete information, duplicate invitations, and items requiring management review.
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Confirm internally that responsibility has been assigned and accepted.
Tracking and Follow-Up
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Enter qualified opportunities and key dates into the approved bid log, CRM, calendar, or tracking system.
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Track assigned items until the responsible team member provides a pursue, decline, or other disposition.
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Follow up internally on unassigned items, approaching deadlines, and requests that have not been acknowledged.
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Distribute addenda, revised plans, specifications, and deadline changes to the responsible internal team member.
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Provide concise internal updates regarding new opportunities, outstanding assignments, and upcoming bid deadlines.
CommunicationBoundaries

• This is an internal coordination role only. The Estimating Administrator will not communicate with customers, general contractors, developers, architects, consultants, vendors, or other outside parties unless specifically authorized by management for a limited administrative purpose.
  
• All customer-facing or external communication will be handled by the assigned estimator, business development representative, project manager, branch leader, or manager.
  
• The Estimating Administrator will not negotiate scope, pricing, terms, schedules, or pursuit strategy.
  
• The Estimating Administrator will not submit proposals, make commitments, or represent that Elite will bid a project.
  
• When an external response is required, the Estimating Administrator will notify the appropriate internal owner and track the need for follow-up
  Measure Expectation
  Inbox coverage All incoming estimating messages are reviewed and categorized each business day.
  Routing Relevant information reaches the correct internal owner promptly.
  Control
  No opportunity, addendum, deadline change, or critical project message is missed because of administrative oversight.
  Tracking Assignments, due dates, and pursuit decisions are accurately recorded and followed up.
  Boundaries External and customer communication remains with the authorized Elite team member.
  REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
  
• Administrative, estimating support, construction coordination, or similar experience preferred.
  
• Strong attention to detail, organization, judgment, and follow-through.
  
• Ability to manage a high volume of email and multiple deadlines without losing track of assignments.
  
• Clear and professional internal written communication.
  
• Working knowledge of Microsoft Outlook, Excel, Word, Teams, and shared tracking systems.
  
• Construction or landscape industry experience is preferred but not required.
  EDUCATION AND EXPERIENCE
  One (1) year minimum experience as a Business Coordinator and/or related industry administrative role.
  PHYSICAL DEMANDS AND REQUIREMENTS
  The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  I have discussed any questions I may have had about this job description prior to signing this form. I acknowledge that I have read and understand the above job description in its entirety and am capable of performing all of the stated requirements.

  JOB DESCRIPTION ACKNOWLEDGEMENT FORM
  I have received a copy of the job description for my position:
  Position: __________________________________ Date: _____________________
  I have reviewed this job description and I understand all my job duties and responsibilities. I am able to perform the Core Areas of Responsibility as outlined. I understand that my job may change on a temporary or regular basis according to the needs of my location or department without it being specifically included in the job description. If I have any questions about job duties not specified on this description that I am asked to perform, I should discuss them with my immediate Supervisor or General Manager.
  Elite measures a team member’s performance two ways. The first way is to measure the effectiveness of a team member’s ability to complete their job duties as is stated in their job description. The second way is to measure team member’s behaviors. We encourage all team members’ to talk to their Manager to get feedback about their performance more than once per year.
  I have discussed any questions I may have had about this job description prior to signing this form.
  __________________________________ _____________________
  Team Member Signature Date
  __________________________________ _____________________
  Manager Signature Date