Estimating Coordinator

Position Summary

Key Responsibilities

• Enter new customers and customer projects into QuickBooks.
• Create and maintain customer jobs in QuickBooks.
• Create new estimates in QuickBooks using available project and pricing information.
• Enter estimate numbers, totals, and other required information accurately.
• Maintain estimating reports on a weekly, monthly, and yearly basis.
• Gather weekly information from the estimating team and organize it into reports.
• Prepare and maintain weekly estimating reports.
• Update notes and status information as needed.
• Provide Sales Representatives with updates on the status of pending estimates.
• Request vendor quotes for materials, products, and services.
• Follow up with vendors on outstanding quote requests.
• Maintain a calendar or tracking system with follow-up dates for vendor quotes.
• Email and call vendors to follow up on quotes before they are due back to Promotion Plus.
• Research vendor costs and pricing.
• Assist with research for new products, materials, and vendors.
• Create project spreadsheets for customer programs and other projects.
• Use existing templates to enter and organize information for new projects.
• Update existing project spreadsheets as new information becomes available.
• Maintain accurate and current project information throughout the estimating process.
• Follow up with vendors and internal team members to obtain information needed to complete estimates.
• Assist the estimating team with general administrative and organizational tasks as needed.
• Maintain organized records and documentation related to estimates and projects.
• Perform other related duties as assigned.

Qualifications & Skills

• Previous experience in estimating, construction, sign industry, purchasing, project coordination, or a similar administrative role preferred.
• Strong organizational and administrative skills.
• Excellent written and verbal communication skills.
• Microsoft Excel experience required.
• Comfortable working with Excel spreadsheets, Word, and other computer programs.
• Working knowledge of QuickBooks is a plus.
• Strong attention to detail and accuracy.
• Comfortable working with pricing, costs, numbers, and estimate totals.
• Strong follow-up skills and a sense of urgency.
• Able to prioritize multiple assignments and meet deadlines.
• Able to manage multiple tasks and projects at the same time.
• Self-motivated and able to work independently.
• Works well as part of a team.
• Professional and personable when communicating with vendors, customers, and coworkers.
• Demonstrates good judgment and professionalism.
• Strong customer service skills.
• Able to learn and retain new information.
• Organized, dependable, and confident.
• Comfortable communicating with vendors by phone and email.
• Able to work in a fast-paced environment while maintaining accuracy and organization.

Preferred Experience

• Experience in the construction, sign, or related industry.
• Experience working with vendor quotes and pricing.
• Experience with QuickBooks Desktop.
• Experience maintaining project or estimating spreadsheets.
• Experience working with customer jobs, estimates, purchase orders, or vendor pricing.

What We’re Looking For