Contract & Estimating Administrator

Find Your Home at AAA Landscape!

If you have a passion for precision and are looking for a rewarding, high-impact career focused on the intersection of construction estimating and contract management, you belong with us.

For over 50 years, AAA Landscape has been a trusted leader in full-service landscape management and design, serving commercial clients across Arizona. We are seeking a dedicated, detail-oriented Contract & Estimating Administrator to join our team and bridge the gap between our pre-construction bids and operational excellence.

What Sets Us Apart

• Integrated Project Lifecycle: You won't just be crunching numbers; you will oversee the progress, budgets, recording, and billing of each project, seeing every job through from bid to close-out.
• Direct Impact on Profitability: Your role is tied directly to company health. You will manage change orders, verify job costing, and identify alternative savings to ensure maximum efficiency.
• Collaborative Environment: You will act as a critical liaison between our clients, field personnel, and executive leadership, ensuring a seamless flow of information that keeps our projects on track and our clients satisfied.

What You'll Do (Key Responsibilities)

The Contract & Estimating Administrator is responsible for the complete lifecycle of our Commercial Landscape projects—ensuring bids are competitive, contracts are legally sound, and billing is precise.

Estimating & Pre-Bid Excellence

• Bid Management: Organize and prepare pre-bid packages; secure plans, specifications, and addendums while overseeing the bid board and schedules.
• Accurate Take-offs: Perform detailed take-off information to confirm quantities and solicit accurate, competitive material quotes from our vendor network.
• Strategic Review: Review bid specifications and blueprints to prepare requirements, ensuring all technical estimates are confirmed with the Division Manager.

Contract Administration & Compliance

• Documentation: Prepare all contract documentation, verify pricing accuracy, and ensure all subcontractors have Master Agreements and current insurance on file.
• Change Order Management: Manage the end-to-end change order process, from documentation and legal signatory execution to maintaining logs and ensuring timely billing.
• Risk Mitigation: Review client-proposed changes and recommend satisfactory alternatives to protect the project's scope and budget.

Financial Tracking & Reporting

• System Integration: Manage new job setups and Schedule of Values (SOV) within the Timberline system, ensuring dollar amounts align perfectly with contract documents.
• Job Costing: Monitor Profit & Loss statements to prevent over/under-valuation and manage weekly work hour reports to ensure accurate labor allocation.
• Billing Coordination: Ensure all contract activity is billed accurately and coordinate documentation for collection purposes to minimize disputes.

What You Bring (Required Qualifications)

• Experience: A minimum of 3–5 years of relevant experience in the Landscape Construction industry.
• Technical Skill Set: Proficiency in Timberline (Sage 300) is highly preferred. Strong knowledge of basic business accounting, Excel, and on-screen take-off software.
• Legal Acumen: A thorough understanding of contractual legal language and the ability to interpret detailed bid requests and blueprints.
• Discipline: Exceptional organizational skills with the ability to maintain productivity under pressure and meet strict deadlines with total accuracy.
• Requirements: A valid Arizona Driver’s License with a clean MVR. Bachelor's degree preferred.

Compensation & Benefits

We value technical expertise and offer a robust total compensation package:

• Pay Range: Highly competitive salary based on experience and industry knowledge.
• Comprehensive Benefits: Health, Dental, and Vision insurance, including a Health Savings Account (HSA).
• Retirement: 401(k) with company matching.
• Time Off: Paid time off (PTO), Vacation, and Holidays.

Schedule

This is a full-time position operating Monday through Friday, based in our Phoenix, AZ office. Occasional evening or weekend work may be required to meet critical bid deadlines.

Why You'll Love It Here

This is more than a job—it’s a chance to apply your technical estimating skills and administrative rigor to the dynamic world of commercial landscape construction. Join a stable, industry-leading company where your attention to detail has a measurable, direct impact on the bottom line.

Apply today to join the AAA Landscape team!

AAA Landscape is an Equal Opportunity Employer.