Estimator/ Production Coordinator

Position Overview

The estimator is responsible for the pricing of Design Build and Home Services Contracts and Work Orders. As Preproduction coordinator they are responsible for the collection of the labor schedule from the Production Manager (PM), all sub-contracts, detailed material take offs and allowance selections by the design department. They will issue POs and assist the PM and designer to prepare a job for production. Once work commences, they will oversee the budget throughout construction.

Work Experience Requirements

•10 years related experience with a combination of hands-on work in the field, administrative, supervisory, and managerial experience. -or- A construction management degree.

Educational Requirements

High School, some college or trade school is desirable.

Continued Education

We require that all team members earn 1-4 CEU hours per year. Individual targets will be set annually based on educational and work experience. The goals of these class are too:

Study and adapt to new construction methods and technologies.
Stay as current as possible on the codes that effect our work.

Required Skills, Knowledge & Abilities

Plan reading
Estimating
Proficient in Microsoft
Advanced rough and finish carpentry knowledge
Good working knowledge of all related building trades.

Physical Requirements

This is an in-person position.

Professional Qualities

Leadership

Challenges others to develop as leaders while serving as a role model and mentor.
Inspires coworkers to set and obtain goals and pursue excellence.
Identifies opportunities for improvement and makes constructive suggestions for change.
Demonstrates strong ethics, through honest and dependable behaviors.

Teamwork

Consistently acknowledges and appreciates each team member’s contributions.
Effectively utilizes and works with each team member to their fullest potential.
Motivates team to work together in the most efficient manner.

Client Management/Relations

Develop lasting relationships with clients and fosters client ties.
Continually seek opportunities to increase customer satisfaction and deepen client relationships.
Help to build a knowledge base of each client’s needs and physical property to maintain and assess future needs.

Communication

All team members are responsible for effective communication between all members of the team.

Effectively communicate relevant project information to other team members.
Resolve issues in a timely fashion.
Understand how to communicate difficult/sensitive information tactfully.
Answer or respond to missed calls as quickly as possible during normal business hours.
Voice mailbox must remain empty to allow for messages.
Check and respond to texts/Teams messages within a couple of hours.
Check and respond to email messages within 1 business day.
Keep your outlook schedule up-to-date, shared and available for other team members to coordinate with you.

Duties & Responsibilities

Design Build Estimating Tasks:

Review phase 1 designs and preliminary SOW.
Select subs for project and issue sub-meeting invitation.
Prepare bid requests for sub meeting.
Attend sub-contractors meeting and provide feedback on job feasibility.
Collect the schedule from the PM and consult if needed.
Collect sub bids and cross reference them for accuracy.
Complete the ‘Sub-Contractor Worksheet’ in OneNote.
Create phase 1 budget presentation.
Provide take-offs and pricing for: lumber, trusses, exterior windows & doors, Interior doors & trim.
Confirm the completion of selections and allowances by design.
Review SOW and plans for the Contract for Construction.
Finalize estimate for the Contract for Construction.

Home Services Estimating Tasks

Review lead opportunity with salesperson, assign any necessary subs, inviting them to attend the sales call if appropriate.
Attend the sales call if appropriate.
Review the Work Order summary prepared by salesperson.
Collect any requested sub bid and add to for the Work Order.
Write and price material take offs for the Work Order.
Calculate needed in house labor for the Work Order.

Pre-production Tasks

Add job to the WIP spreadsheet and maintain data monthly, by reviewing the time records and estimated vs actual report.
Write draw schedule and pass on to Business Manager. Triggering the release of draws as work progresses.
Obtain permit from designer.
Double check and issue Sub-Contracts, deposits and collect trade permits.
Issue POs for: lumber, trusses, exterior windows & doors, Interior doors & trim.
Review and code all job-related invoices.
Preform cabinet and tile double checks with designer before orders are finalized.
Confirm that selections have been finalized and review any that remain open with the designer and LC.
Preform the allowance reconciliation prior to the issue of the final draw.
Complete the ‘Job Prep’ portion of the Production Check List in OneNote.
Estimate and issue Customer requested, and job required Change Orders as quickly as possible. Visiting the job site when required.

Customer Satisfaction Tasks:

This is not a client facing position; however, like all team members this position is expected to:

Politely greet clients when on sight.
Provide answers to client questions within 1 business day.

Subcontractor Tasks:

Develop lasting relationships with Sub-Contractors.
Plan for and recruit additional subs to keep up with our sales.
Issue and maintain master Sub-Contractor agreements annually.
Monitor Sub-Contract insurance compliance.

Meetings:

Coordinate the DB sub meetings and provide project feedback.
Attend HS sales calls when appropriate.
Attend Weekly DB pipeline meetings.
Attend bi-weekly HS pipeline meetings.
Attend weekly production meetings.
Attend quarterly company budget meetings.
Attend all job debriefs.
Attend all company meetings.

Company Policies

Adhere to the following company policies:

Dress appropriately per the employee handbook.
Absolutely no alcohol or illegal drugs may be used on the job or anywhere near the jobsite, even outside working hours. Such use of alcohol or illegal drugs will result in immediate dismissal.
Tobacco products are not allowed on job sites or company vehicles.
Weapons of any kind are not allowed on job sites or company vehicles.
It is strongly encouraged that employees maintain standard vaccinations such as tetanus, flu, and covid-19.

Measurement of Performance

Each project is to be completed with no more than a 2% over-run to budget unless approved by president.

Salary

Based on experience

Work Hours

The standard workday is from 7 am to 4 pm, but hours are flexible.
Hybrid remote and in person is possible, but fully remote is not an option for this position.

Evaluation Requirements

Annual Performance Review

Consists of a review of this job-description, a detailed survey completed by the Estimator/Preproduction Coordinator in advance, and the setting of annual goals.

Quarterly Check In

Consists of a review of progress made in personal and professional goals along with a brief survey completed by the Estimator/Preproduction Coordinator in advance.

Annual Compensation Review

This review will be conducted independently and consists of a review of the measurements of performance, previous year’s goals, and the current salary.

Chain of Command

This position reports directly to the President.
This position works in partnership with the DB & HS sales teams, the DB Production Manager and the business manager.

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