Estimating Administrator

• Location 2972 Larkin Avenue,Clovis, CA, 93612,United States
• Base Pay $18.00 - $25.00 / Hour
• Employee Type Non Exempt

JOB TITLE:

Estimating Administrator

REPORTS TO:

V.P. of Business Development
DIRECT REPORTS:
None
TRAVEL:
No
FLSA:
Non-Exempt
JOB TYPE:
Full-Time

GENERAL

JOB SUMMARY:

The Estimating Administrator owns the daily review and organization of the Elite Estimating email inbox. This person reviews every incoming message, identifies estimating-related opportunities and project information, validates that the information is relevant and complete enough for internal review, and routes it to the appropriate Elite team member. The purpose of the role is to make sure no bid opportunity, addendum, plan update, deadline, or important project communication is missed.
Primary purpose:
Review every email, determine what action is needed, assign it internally, and track it until the proper person takes ownership.

• Estimating Inbox Management
• Monitor the Elite Estimating email inbox throughout each workday.
• Review incoming bid invitations, requests for proposals, plan releases, addenda, deadline changes, prequalification requests, and other estimating-related messages.
• Sort and organize messages by urgency, branch, project, due date, and required action.
• Maintain an orderly inbox and electronic filing structure so information can be located quickly.
• Determine whether each opportunity or message is relevant to Elite’s services and business.
• Check that the available project information includes the basic details needed for internal review, including project name, location, customer, scope, plans or specifications, and bid due date when provided.
• Route each item to the appropriate estimator, business development representative, branch leader, operations leader, or manager.
• Flag urgent deadlines, incomplete information, duplicate invitations, and items requiring management review.
• Confirm internally that responsibility has been assigned and accepted.
• Enter qualified opportunities and key dates into the approved bid log, CRM, calendar, or tracking system.
• Track assigned items until the responsible team member provides a pursue, decline, or other disposition.
• Follow up internally on unassigned items, approaching deadlines, and requests that have not been acknowledged.
• Distribute addenda, revised plans, specifications, and deadline changes to the responsible internal team member.
• Provide concise internal updates regarding new opportunities, outstanding assignments, and upcoming bid deadlines.

• This is an internal coordination role only. The Estimating Administrator will not communicate with customers, general contractors, developers, architects, consultants, vendors, or other outside parties unless specifically authorized by management for a limited administrative purpose.
• All customer-facing or external communication will be handled by the assigned estimator, business development representative, project manager, branch leader, or manager.
• The Estimating Administrator will not negotiate scope, pricing, terms, schedules, or pursuit strategy.
• The Estimating Administrator will not submit proposals, make commitments, or represent that Elite will bid a project.
• When an external response is required, the Estimating Administrator will notify the appropriate internal owner and track the need for follow-up.

Measure Expectation
Inbox coverage All incoming estimating messages are reviewed and categorized each business day.
Routing Relevant information reaches the correct internal owner promptly.
Control No opportunity, addendum, deadline change, or critical project message is missed because of administrative oversight.
Tracking Assignments, due dates, and pursuit decisions are accurately recorded and followed up.
Boundaries External and customer communication remains with the authorized Elite team member.

• Administrative, estimating support, construction coordination, or similar experience preferred.
• Strong attention to detail, organization, judgment, and follow-through.
• Ability to manage a high volume of email and multiple deadlines without losing track of assignments.
• Clear and professional internal written communication.
• Working knowledge of Microsoft Outlook, Excel, Word, Teams, and shared tracking systems.
• Construction or landscape industry experience is preferred but not required.

One (1) year minimum experience as a Business Coordinator and/or related industry…