Project Estimator
1.0 JOB DESCRIPTION SUMMARY
The primary role of the Estimator is to provide accurate and timely cost data to sales and project management functions at ENTELEN.
To accomplish this task the Estimator may review civil, structural, architectural, mechanical, electrical and plumbing drawings and specifications developed by others. These drawings and specifications may be complete or partial. As appropriate the Estimator will review the plans to obtain a complete project understanding and then develop lists, bills of material, labor estimates etc. to ascertain the costs necessary to build the project as shown.
The Estimator will also engage subcontractors and material suppliers to assist in providing pricing for specific parts of the job, and will review such pricing for completeness and will include the appropriate price in ENTELEN’s bid.
2.0 REPORTING RELATIONSHIPS
2.1 He/she is responsible to the President on all projects.
3.0 REQUIREMENTS
3.1 Education
3.1.1 Required – Secondary school with courses in mathematics, English and business trades.
3.1.2 Preferred – University degree with emphasis on construction technology or architectural technology.
3.2 Licensing/Registration/Certification
3.2.1 Required – none.
3.2.2 Preferred – Certification in one or more trades.
3.3 Experience
3.3.1 Required - Two years as an Estimator in a general construction company.
3.3.2 Preferred – Five years as a Estimator with experience in estimating design-build projects.
3.4 Skills, knowledge, abilities
3.4.1. Must thoroughly understand construction methodology and sequence of “How to get it built”, and must be fully conversant with related construction techniques and skills, to insure that projects are sold in a manner such that they can be built within the time and budget designated.
3.4.2. Must be able to handle several estimates at one time, understanding the construction, time and financial constraints of each.
3.4.3. Must be able to work easily with owners and architects.
3.4.4. Must be able to work with internal staff and outside personnel or sub-contractors, ensuring that they are each aware of the project requirements.
3.4.5. Must be able to coordinate jobs and internal staff on several projects of varying size and complexity.
3.4.6. Must be sufficiently proficient with computer software to utilize contact management software, word processing and/or spreadsheet programs, and estimating programs.
3.4.7. Must be able to easily communicate with in-house staff and field personnel so that work proceeds easily and is well coordinated.
3.5 Physical
He/she must be able to move about easily on a construction site, including climbing ladders, as well as work long hours in an office environment.
3.6 Mental
3.6.1 Mathematical – must understand the various mathematical relationships in construction project management, scheduling through the use of Gantt (or timeline) charts, as well as general arithmetic calculations.
3.6.2 Language – bilingual is desired but not required, and ability to converse with prospects, clients and others, in either language (Spanish and English). English is the predominate language of our clients and prospects.
3.6.3 Related – understands architectural and construction drawings, with the ability to explain them to internal personnel, prospects, clients, sub-contractors and others.
3.6.4 Spatial – able to conceptualize the two-dimensional drawings as a three-dimensional object, and transmit that vision to others.
4.0 WORKING CONDITIONS
Although most of the workday may be spent in an office environment, a significant part of the job involves hands-on site visits, in a frequently unpleasant hazardous situation typical of a construction site. The position also involves frequent overtime and long days.
5.0 ESSENTIAL FUNCTIONS
5.1. The essential function of the Estimator is to utilize company staff and resources in effective ways in order to produce accurate, timely and profitable estimates.
5.2. Is and remains accurate, timely and complete in all functions.
6.0 AUTHORITIES AND RESPONSIBILITIES
6.1. Authority:
6.1.2. Is able to achieve goals with company personnel within budgetary constraints.
6.1.3. Issues requests for bids from subcontractors, equipment and material suppliers for work not self-performed by ENTELEN.
6.1.4. Issues Purchase Requisitions/Purchase Orders for budgeted items.
6.1.5. Approves proper and acceptable bills related to Estimating functions.
6.2 Responsibilities:
6.2.1. Responsible for the efficient management of all estimating related activities.
6.2.2. Responsible for effective support of all sales costing activities and, when requested, for providing pricing assistance to Project Managers.
6.2.3. Works with Business Development Manager as applicable to insure that bids and estimates are accurate, complete and available as needed.
6.2.4. Participates in pre-contract discussions with developers, architects or other prospects for the purpose of gathering pertinent information which may be required for estimating and preparing bids.
6.2.5. Fully understands the scope of each project opportunity based upon discussions with owners and architects, as well as from reviewing bid documents. Uses that understanding to conceptualize
bid strategies and suggest ways of making our bids more competitive.
6.2.6 Prepares detailed insurance, permit, material, equipment and tool costs for each estimate for areas to be purchased direct by ENTELEN.
6.2.7 Determines labor types and hours needed to execute and manage each project.
6.2.8 Attends Sales Kickoff Meetings and assists Business Development Manager in presenting and evaluating bid strategies and defining deliverables.
6.2.9 Responsible to prepare and coordinate General Conditions bid with designated Project Manager for inclusion in bids.
6.2.10 Responsible to coordinate bid costs with bid phase schedules prepared by Project Managers to insure that projects are costed to match schedules, and that selected vendors are aware of
schedule implications of their portion of the project and that their bids conform to the proposed schedule.
6.2.11 Responsible to maintain a current database of subcontractors and other vendors, arranged by CSI division, utilizing ACT software.
6.2.12 Responsible to maintain a library of past project estimates for future reference
6.2.13 Responsible for developing and maintaining relationships of trust with vendors to insure that preferred pricing relationships exist. This may include establishing discount terms for expedited payment terms.
6.2.14 Responsible to maintain contact with Project Manager during the project construction process to insure that services and products are being priced properly.
6.2.15 Responsible to utilize company tools to maximum advantage in fulfillment of estimating needs. Such tools may include procedures, software programs, or company developed project approaches such as the
Estimating Recap Spreadsheet.
6.2.16 Responsible to develop and maintain an awareness of the competition bidding on various projects.
6.2.17 Double checks all calculations and formulas and applies tests of reasonableness to bids prior to recommending they are ready for submittal.
6.2.18 For all awarded jobs prepare a Handoff Packet that includes the following items:
Drawings and specs upon which the bid is based
Estimate upon which award is based
Complete write-up of any unusual aspects or conditions of the job
Estimated start and completion dates and other job schedule requirements
Billing terms and requirements for the job
Change order criteria (if any) for the job
Insurance and bonding requirements for the job
Material buyouts by ENTELEN, if any
Labor Requirements for ENTELEN
List of apparent low subcontractors and their bid forms
Any other items developed in the Sales Kickoff Process
6.2.19 For all awarded jobs attend the Sales Handoff Meeting and review the Handoff Packet with the Project Manager and Superintendent assigned to the job during the Sales Handoff Meeting.
6.2.20 Provide a complete estimate upon which the award is based, together with any approved changes, to Accounting for proper input into the accounting system. Estimate
should be formatted for correlation with accounting system job codes.
6.2.21 Develops square footage, lineal footage, cfm or other budget unit pricing standards for use by sales and Business Development Manager.
6.2.22 Obtains bond and insurance documentation in a timely fashion for submission with bids.
7.0 DUTIES AND TASKS
Task |
Frequency |
|
7.1. Create bids |
Daily |
|
7.2. Create RFQ’s and solicit bids from vendors |
Daily |
|
7.3. Evaluate market conditions relative to our pricing strategies |
Daily |
|
7.4. Review estimating efforts for ways to improve processes and procedures |
Daily |
|
7.5. Follow up on bid results for lost projects |
As Required |
|
7.6. Review and approve purchase orders within guidelines |
As Required |
|
7.7. Add new vendors to company database |
As Required |
|
7.8. Prepare and update estimating reports and projections for the week, the month, the quarter and the year upcoming |
Weekly or As Required |
|
7.9. Document all conversations, meetings, etc. in writing and attend sales related meetings and prepare notes. |
As Required |
|
7.10. Regularly evaluate estimating progress |
Weekly |
|
7.16. Attend Sales Kickoff Meetings |
As Required |
|
7.17. Attend Sales Handoff Meetings |
As Required |
|
7.20. Review and maintain accurate database in ACT of vendor contacts and suppliers |
As Required |
|
7.21. Prepare Sales Kickoff information |
As Required |
|
7.22. Prepare Sales Handoff Packets |
As Required |
8.0 PERFORMANCE MEASURES
8.1. Do sales occur at a level and with sufficient margins to meet company goals?
8.2. Is the estimating process cost effective and does it produce winning bids/proposals?
8.3. Are competitive developments in the marketplace recognized and addressed?
8.4. Are the bids accurate and timely, without errors?
8.5. Are we getting adequate bid coverage in all areas (at least 3 bids)?
8.6. Are we developing new vendor relationships and discarding those that are not cost competitive? Is the database current and accurate?
8.7. Does the estimating process require significant efforts from company owners, or does the company and its estimating process stand on its own?
8.8. Is the bid and required supporting documentation prepared and assembled well in advance of the time for submission?
9.0 RELATED DOCUMENTS
Sales Kickoff Procedure Document
Sales Handoff Meeting Procedure Document
Project Coding Procedures Document
Item Coding List
POSITION: Estimator
“I have reviewed, and do understand the above job description and believe it to be accurate and complete. I also agree that management retains the right to change this job description at any time.”
“I also understand that this document is not a contract of employment, and that my employment is “at will”, meaning that I can choose to leave the company at any time for any reason without penalty and that the company can choose to terminate my employment at any time for any reason.”
____________________________ _________________
Estimator Date
____________________________ _________________
President Date