Sales and Estimating Coordinator

## Sales and Estimating Coordinator

Amarillo, TX

**Sales and Estimating Coordinator**

**Role Summary**

The Sales Coordinator is the front line for FC Traffic Controls inbound communications. You will review and triage all incoming emails, ensure prompt and professional follow-up, and gather the technical and administrative details needed to prepare accurate estimates and quotes for traffic control services (lane closures, flagging, MOT plans, equipment rental, etc.). Youll keep the sales pipeline organized, eliminate communication gaps, and help our estimators respond fast and win more bids.

**Key Responsibilities**

**Email Intake and Follow-Up**

• Monitor shared inboxes (e.g.,**sales,bids**,**info**and assigned mailboxes throughout the business day.
• Triage messages by urgency, customer, scope, and due date; apply labels/tags and route as needed.
• Acknowledge receipt within defined SLAs, schedule follow-ups, and close the loop on all open threads.
• Draft clear, professional replies; use/revise templates; escalate technical questions to estimators or operations.
  
  

**Information Gathering for Estimates**

• Collect missing bid inputs: project address, start date/duration, work hours/traffic control windows, lane/shoulder impacts, MOT plan requirements, special events, union/prevailing wage, insurance/COI, and any plans/specs.
• Download and organize bid documents (plans, addenda, WZTC/MOT requirements) and verify version control.
• Request vendor/sub quotes (e.g., barricades, message boards, attenuators) and track returns.
• Confirm agency/municipal standards (MUTCD/TxDOT/IDOT/etc.), permit needs, and traffic control notes.
  
  

**Sales Coordination and CRM Hygiene**

• Create/maintain opportunities in the CRM; update stages, values, close dates, and next steps.
• Maintain a live bid calendar with due dates, site-walks, RFI deadlines, and addenda.
• Log calls/emails/meetings and attach documents to the correct opportunity/job number.
• Prepare estimate kickoff packets (scope summary, constraints, required deliverables, contact list).
  
  

**RFP/Bid Support**

• Parse RFPs for mandatory forms, submission portals, bonding/COI, and delivery instructions.
• Draft RFIs and track responses/addenda; notify stakeholders of changes affecting pricing or scope.
• Assemble proposal packages (quote letter, inclusions/exclusions, schedule assumptions, COI, references).
  
  

**Customer Experience**

• Be the primary point of contact for early-stage inquiries; qualify leads and schedule estimator calls.
• Provide basic product/service information (traffic control setups, typical lead times, service areas).
• Proactively follow up on sent quotes; capture feedback and reasons won/lost.
  
  

**Cross-Functional Collaboration**

• Work with Estimating, Operations/Dispatch, and Accounting to ensure smooth handoff from quote to job.
• Flag risks (tight timelines, incomplete plans, restricted work windows) early and propose mitigations.
  
  

**Required Qualifications**

• 2 years in sales coordination, estimating support, project coordination, or customer service (construction, traffic control, utilities, roadway/civil, or related field preferred).
• Proven inbox management and follow-up discipline; comfortable handling high-volume email.
• Strong business writing, phone etiquette, and note-taking skills.
• Proficiency with Microsoft 365/Google Workspace and a CRM (HubSpot, Salesforce, etc.).
• Ability to read basic plans/specs and extract bid-relevant details (or willingness to learn quickly).
• Organized, deadline-driven, and calm under shifting priorities.
  
  

**Nice to Have**

• Familiarity with MUTCD/MOT, agency standards, and typical traffic control setups.
• Experience coordinating COIs, permits, or municipal submissions.
• Basic spreadsheet skills for takeoffs, quote comparisons, and pricing checks.
  
  

**Tool Youll Use**

Outlook/Gmail, CRM (e.g., HubSpot/Salesforce), Excel/Sheets, PDF tools (mark-up/merge), cloud storage (SharePoint/Drive), and FC Traffic Control internal templates.

Heres What We Offer

• Health Coverage - Partially employer-paid health benefits kick in after just 60 days. Weve got your back on and off the road.
• Paid Holidays - Your time matters. Take paid holidays to rest, recharge, or just enjoy the day.
• PTO Package - Earn paid time off to use when you need it most.
• 401(k) Plan - Available after 6 months so you can start investing in your future.
• Travel and Entertainment Discounts - Enjoy exclusive deals just for being part of our crew.
• Room to Grow - Were expanding fast and theres opportunity for reliable, hard-working team members to grow with us.
  
  

**Ready to hit the ground running? Join a crew that values safety, teamwork, and getting the job done right. Lets keep things moving together.**