Estimator Project Manager

Join Our Dynamic Team!

Are you looking for a rewarding career that combines strategic thinking, customer engagement, and hands-on project management? We are seeking a driven and ambitious individual to take on a multifaceted role where each day brings new challenges and opportunities for growth.

What You'll Be Doing: From managing incoming leads and responding promptly to bid opportunities, to scheduling site visits, conducting assessments, and crafting competitive quotes, you'll be the backbone of our sales and project management operations. Your expertise will ensure accurate documentation, efficient scheduling, and seamless communication with customers and teams. You'll also oversee the execution of projects—from lining out crews to maintaining quality standards and handling change orders—ensuring the work is completed to perfection.

Essential Duties and Responsibilities

• Check the Leads sheet in OneDrive and emails at least 4 times per day to catch incoming bid opportunities throughout the day ( 8, 11, 1pm 4pm)
• Forward customer bid opportunities to Luke to be added to Leads sheet for metrics on bid turnaround time. We are aiming to send out quotes within at least 4-5 days from the day we received the quote request.
• Contact leads immediately upon being notified of the lead, by email or phone call
• Set up appointment with customer as needed and or jobsite assessment and gather all pertinent information from the customer for producing a quote: job site contact name, address, phone number, name of the job, name of the paying customer, what scope they want to have performed, when they want that work performed, who else they are getting quotes from, who have they used in the past, how did they learn about our company, when they need the quote submitted by
• Try your best to cluster your site visits geographically for efficiency – I typically try to build out entire days of the week like stacking visits on Tuesdays and Thursdays. But be mindful of customers' deadline needs and schedule as best that you can to optimize your time.
• Organize all your bid deadlines in a calendar and prioritize your bids accordingly
• Site visit
• Bring a measuring wheel, marking paint, a camera, and a computer.
• Measure and mark all necessary portions of the scope; for example, if it has 5 R&R patches, measure them, mark them with paint and map them on a drawing or picture of the site for future reference.
• Map the pictures and areas that have been identified for repairs
• Mark dimensions of patches and skin patches or number the concrete stones that need to be replaced
• Ask the customer several questions about what they know, if they have other quotes, where we need to be in the pricing, get as much information from the customer to make sure our quote is either a better proposal or is an apples-to-apples quote with the other bidding companies
• Maintain good notes of what was assessed during initial site visit, so that when you return to the jobsite for job performance or to reconfigure the quote, you can determine what was exactly quoted before
• Note: that many customers like to tweak their numbers as they begin to collect more quotes and realize that not all quotes are the same – this dialogue is good for us because it allows us more opportunities to communicate with the potential customer and win their business
• Calculate the quote in the bid estimation sheet, fill out the quote and send it to Luke Miller for review. Upon approval, save the quote in a PDF and email to the customer with Luke and Mike Davis copied to the quote.
• If you don't immediately receive a confirmation email from the customer, give them a courtesy call or email the next day to make sure they received the quote, if they have any questions, and if they know when they will be making a final decision on the work quoted. Ask them if it would be okay to follow up again when they mention they plan on deciding if we don't hear from them around that timeframe.
• Project Management
• Call in locates with 811
• Coordinate with Mike Davis and the customer to get the work placed on the schedule. Add the work to the schedule using the calendar placement as your work order, explaining the scope, total square footage, tonnage of asphalt needed, maps, asphalt submittals, tax exemption forms, jobsite contacts, equipment needed, note if subcontractors have been notified and when they are scheduled to be onsite,
• Submit to the customer paperwork as needed such as mix designs, material submittals, gather tax exemption forms if applicable, get clarification on field measurements for utility contractors, coordinate traffic control timing, testing timing, city inspection timing, curfews, work delays, etc and schedule our work accordingly so we don't have crews on the clock waiting for third parties
• Line out the crew or subcontractors as needed: meet onsite to explain what is expected of the crew based on what the customer is expecting based on your explanation during the quoting process.
• The field is obligated to inform the project manager if the scope deviates from the work order, most usually it will be different depths of asphalt or concrete. This must be communicated to you as the PM and you must inform the customer of the change, provide them with a change order price and get approval before the field can continue operations.
• Review the work order and compare this with your quote and work order. Make sure it makes sense. Visit the site if it does not make sense to measure or make sense of the deviations.
• Invoice the customer for the work performed. Make sure you include your jobsite address and PO numbers if they are provided by the customer.
• Add the billing information to the Financial Spreadsheet and file the work order into the completed jobs folder

Knowledge, Skills and Abilities

• Driving
• Computer work
• Availability for meetings outside of the timeframe and so do some jobsite management requirements
• Traveling
• Sales and account management
• Organizational skills
• Time Management
• Communication
• Salesmanship
• Competitive nature
• Winning spirit
• Customer service
• Persistent
• Not afraid of rejection
• Resilient
• Compromise
• Flexible
• Diligent
• Strong math aptitude
• Field knowledge on how paving and concrete operations work
• Understanding production rates
• Understanding product yields
• Reliable
• Proactive vs. Reactive
• Ambitious
• Can work under pressure
• Able to hit deadlines
• Likable
• Curious
• Inquisitive
• Honest
• Integrity
• Punctual
• Decisive
• Collaborative
• Team player