Project Estimator

Project Estimator

Department: Production – Experiential & Exhibits

Reports To: Production Manager

Location: Chicago, IL (Hybrid)

Good Time Creative is seeking a highly organized, detail-oriented Project Estimator to join our growing Experiential & Exhibits team.

This position plays an integral role in supporting both the Creative and Production departments by developing accurate project estimates for custom trade show exhibits, experiential activations, and branded environments. Working closely with the Creative Director and Production Manager, the Project Estimator will coordinate pricing requests with approved vendors and suppliers, organize project costing, and assist with pre-production planning once projects move into fabrication.

This role is ideal for someone who enjoys working behind the scenes to bring creative concepts to life through organization, collaboration, and attention to detail. The ideal candidate is analytical, proactive, thrives in a fast-paced environment, and enjoys working with numbers, processes, and cross-functional teams.

Responsibilities

• Review exhibit/experiential project estimate requests with the Production Manager and Creative Director to fully understand project scope and fabrication requirements.
• Coordinate pricing requests with GTC's approved vendors and suppliers as directed by management.
• Compile vendor pricing and input costs into GTC estimating tools and cost calculators to support the preparation of client estimates.
• Verify estimate accuracy and identify pricing discrepancies before estimates are finalized.
• Maintain organized documentation of vendor quotes, pricing, and supporting estimate materials in accordance with GTC's file management standards.
• Assist in maintaining current pricing databases and vendor information.

Once a project has been approved by the client, the Project Estimator will continue supporting the Production Manager throughout pre-production by:

• Scheduling internal production kickoff meetings with the Creative and Production teams.
• Collaborating with lead designers to develop furniture and finish presentation decks that align with the approved design, budget, and floor plan.
• Assisting with sourcing furniture, décor, equipment, and other off-the-shelf products approved by the client.
• Participating in internal and client-facing pre-production meetings as needed.
• Coordinating with vendors and suppliers to obtain material samples and finish swatches for client review and approval.
• Researching alternative suppliers, products, and materials as requested by management.
• Occasionally visiting fabrication partners or production facilities to review estimates, fabrication progress, and project status.
• Participating in post-project reviews to identify opportunities to improve estimating accuracy, vendor relationships, and production processes.

Required Qualifications:

• 1 years of experience in estimating, project coordination, purchasing, or project management.
• Experience preparing project estimates, budgets, or cost analyses.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple projects in a deadline-driven environment.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office, particularly Excel.

Preferred Qualifications:

• Experience in the trade show, experiential marketing, event production, construction, millwork, or fabrication industries.
• Ability to interpret floor plans, renderings, construction drawings, and production specifications.
• Familiarity with custom exhibit fabrication methods, production materials, and manufacturing processes.
• Experience working with fabrication shops, exhibit houses, or production vendors.

The ideal candidate...

• Is exceptionally organized and detail oriented.
• Enjoys working with numbers, budgets, and spreadsheets.
• Thinks proactively and enjoys solving logistical challenges.
• Communicates effectively across multiple departments and teams.
• Thrives in a collaborative, fast-paced environment.
• Takes ownership of their work while supporting the success of the larger team.
• Loves spreadsheets and finds satisfaction in organizing information in color-coded formats 😊