Sales and Estimating Coordinator

The Original Roofing Company (TORC) has been doing business in Las Vegas and surrounding areas since 1964. We are a Division of Roofing Corp of America, #4 of the Top 100 Roofing Companies, and the fastest-growing roofing company in the nation, with Fifteen businesses in Twelve states and Twenty-One locations and over 750 million dollars in annual revenue and growth. Being part of a national company allows us to offer our employees benefits that other Roofing companies cannot, such as 401K with employer match up to 4%, Teladoc - which gives our employees access to a doctor 24/7 free of charge, health insurance, vision, dental, life insurance, supplemental insurance options, and profit sharing. As quickly as our locations and sales have increased in each region, so have the growth opportunities for our employees. Our goal is to grow our employee base organically. Promoting within creates a stable work environment, allowing our employees to grow with the company personally and financially.
JOB DESCRIPTION: The Sales & Estimating Coordinator is responsible for administrative and operational support of the Sales and Estimating departments. This role ensures that all bid opportunities, CRM records, project documentation, compliance items, and workflow processes are accurate, organized, and maintained from pre-bid through closeout. This position does not manage field crews, control project budgets, or act as a Project Manager. Instead, it owns documentation control, system accuracy, deadline tracking, and internal coordination to support revenue-generating team members.
Essential Functions as follows:
Bid Intake & Opportunity Administration:

• Monitor and manage the Estimating inbox daily to ensure full visibility of Invitations to Bid (ITBs).
• Log all ITBs into CRM and internal tracking systems accurately and promptly.
• Download and organize plan sets, specifications, addenda, and RFIs from bid portals.
• Label plan pages in Bluebeam and separate scope-specific specifications.
• Maintain standardized digital folder structures and consistent naming conventions.
• Track bid deadlines and ensure estimators are aware of submission timelines.
• Schedule job walks and pre-bid meetings.
• Create and assign estimator appointments in CRM.
• Transfer project folders appropriately (New Plans, Contracted, Deleted, Archived).

CRM & Data Integrity Management:

• Ensure all prospects, opportunities, and project records are accurately maintained in CRM.
• Perform routine audits to eliminate missing information and duplicate records.
• Maintain key account spreadsheet logs.
• Track conversion rates of paid lead sources.
• Confirm projects are not associated with restricted companies prior to entry.
• Maintain consistent formatting and documentation standards across all systems.

Estimating Support & Bid Documentation Control:

• Coordinate with estimators to verify data accuracy before project handoff.
• Assist with material and product data research.

Project Setup & Workflow Transition:

• Update project folder with assigned job number upon Job setup.
• Update project on CRM with assigned job number upon Job setup.
• Transfer job folder into Contracted Jobs folder.
• Add relevant Laserfiche documentation to project folder.
• Create structured subfolders for documentation and scheduling.
• Set up project in scheduling platform following company standards.
• Download schedules from scheduling platforms when available, if not available, collaborate with PM to get the job number.

Submittal & Documentation Coordination:

• Initiate submittal process upon estimator notification.
• Prepare submittal packages based on proposal and specifications.
• Confirm scope alignment with PM prior to submission.
• Upload submittals into scheduling program task system.
• Track pending approvals and revisions on CRM.
• Notify appropriate parties upon approval.
• Upload approved submittals to repository drive.
• Maintain organized submittal logs on CRM.

Scheduling & Internal Coordination Support:

• Assist in getting established baseline schedules
• Create preliminary scheduling templates in scheduling platform.
• Ensure active projects are reflected accurately in scheduling platform.
• Confirm scheduled start dates with production team.
• Attend internal scheduling and progress meetings and log notes.

Preconstruction & Handoff Documentation:

• Assemble project handoff packets within required timeline and upload them to Company Cam.
• Schedule and document preconstruction meetings.
• Log meeting notes in project folder.
• Confirm preproduction checklist completion.

Closeout & Archiving Administration:

• Compile complete closeout packets including warranties and O&M manuals.
• Assist with manufacturer warranty registration.
• Confirm punch list items affecting warranty approval are resolved.
• Ensure project documentation is complete prior to archiving.
• Conduct pre-archiving review and archive according to company standards.

Performance Expectations:

• Full estimating inbox coverage daily.
• Zero missed bid deadlines due to administrative oversight.
• Zero overdue CRM updates.
• Accurate management of multiple active ITBs.
• Complete and organized repository drive documentation for contracted projects.

Travel: Out-of-state travel may occur occasionally to attend corporate meetings.
Other Duties - Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice based on the company’s needs.
Competencies:

• Strong organizational and documentation control skills.
• High level of accuracy and attention to detail.
• Ability to manage multiple deadlines simultaneously.
• Proficiency in Microsoft Office, Salesforce 360, Smartsheet’s, Bluebeam, Laserfiche, and Cad.
• Professional written and verbal communication skills.
• Construction or roofing familiarity preferred but not required.

Work Environment - While performing the duties of this job, the employee will be in an office environment with moderate temperature and noise levels.
Customer Experience:
At TORC, customer experience is built on professionalism, responsiveness, and reliability. The Sales &
Estimating Coordinator plays a critical behind-the-scenes role in delivering that experience by ensuring every
bid, document, schedule, and communication are handled accurately and efficiently. By maintaining organized
systems, timely follow-ups, and complete project documentation, this role helps eliminate delays, prevent
miscommunication, and uphold the high standards our clients expect. Every interaction—whether internal
coordination or external communication—must reflect clarity, respect, and accountability. Consistency
in process and attention to detail directly support TORC’s commitment to quality workmanship, long-term
relationships, and being the most dependable roofing partner in our market.
Safety - Every Employee is responsible to follow proper safety standards by being aware of their surroundings, their actions, and the actions of others.; it is your responsibility to lead by example. Employees will be provided with the standard safety training necessary to complete the performance of duties.
Physical Demands: This position remains seated at a desk for extended periods and may be located upstairs, therefore a certain amount of climbing is required daily. Must be able to walk for long periods of time and lift up to 50lbs. Must be able to climb ladders as needed.
Position Type/Expected Hours of Work: This is a full-time salaried position. Days and hours of work are Monday through Friday, 7:30 a.m. to 4:30 p.m., 40 hours per week but, at times, may require additional hours to complete the workload.
Preferred Education and Experience High School diploma or GED, college an advantage but not required.
Equal Employment Opportunity
To provide equal employment and advancement opportunities to all individuals, employment decisions at TORC are based on merit, qualifications, and abilities. The company does not discriminate on the basis of race, color, creed, religion, sex, national origin, age, citizenship, disability, gender identity, or any other characteristic protected by federal or state law.
TORC will make reasonable accommodation for qualified individuals with known disabilities, unless doing so will result in undue hardship. This policy governs all aspects of employment.
At TORC, equal employment is not only a legal commitment; it is a moral commitment as well. If you have questions or concerns about any type of discrimination in the workplace, you are encouraged to bring these questions or issues to the attention of your manager, Senior Leadership Team or Human Resources.
The company will investigate and attempt to resolve the matter. Employees can raise concerns and make reports without fear of reprisal. Anyone found to be engaging in any type of unlawful discrimination will be subject to disciplinary action, up to and including termination of employment.
Diversity
It is the policy of TORC to provide a professional workplace environment where all employees are encouraged to perform to the best of their ability and where expectations of their performance are not determined or influenced by stereotypical attitudes toward race, religion, national origin, age, gender, gender identity or gender preference.