What Does A Chief Estimator Do?

WHAT DOES A CHIEF ESTIMATOR DO?

The Chief Estimator excels in cultivating and sustaining client relationships while actively engaging in the creation of business and marketing strategies. This role involves representing the company at various industry and community events, preparing detailed estimates and proposals, and meticulously overseeing the project selection and bidding processes. Coordination with other departmental leaders ensures optimal utilization of estimating resources across the company.

A Review of Professional Skills and Functions for Chief Estimator

1. Chief Electrical Estimator Duties

Cost Estimation Accuracy: Providing an accurate estimate of costs and timing of the work, clarifying unclear scope items and other issues that come from the specifications and drawings, citing the risks and grey areas of the scope.
Bid Collaboration: Working with the Leadership of the company on the appropriate bid to bring for the project.
Cost Analysis During Projects: May work with Project Manager(s) during the project to analyze cost and progress to understand over-run or under-run opportunities.
Estimating Improvement: Continue to improve the method of estimating costs from a time and accuracy standpoint.
Tool Development: Develop the software and other tools used to estimate and report costs of projects.
Post-Mortem Analysis: Take part in the Post Mortem process to help analyze cost differentials between estimated and actual.
Work Standard Adaptation: Continue to adapt the work standards and assemblies as improvements are made in the field or in the use of pre-fabrication techniques.
Estimate Management: Manage the estimate process.
Policy Adherence: Responsible for careful observance of corporate policies and objectives.
Staff Review: Perform periodic reviews for estimating staff.
Software Maintenance: Responsible for monitoring and maintaining estimating software and pricing service to ensure estimates are accurate and the department is efficient.
Additional Responsibilities: Assumes additional responsibilities as directed by the Vice President.

2. Chief Estimator Details

Cost Estimation: Cost estimating of labor, material, and equipment for site improvements, civil work, and building construction.
General Conditions Estimation: Estimating costs for project general conditions and safety protocols.
Subcontractor Coordination: Solicitation, analysis, and tabulation of subcontractor and supplier proposals.
Bid Tabulation: Preparation of bid tabulations.
Procurement Preparation: Preparation of Purchase Orders and Subcontracts.
Material Procurement: Procurement of materials in coordination with project managers/supervisors.
Material Transportation: Transportation and importing of materials, including tracking.
Cost Reporting: Prepare monthly cost reports (estimate costs to complete) for work on hand in coordination with project managers and accounting managers.
Cost Monitoring: Monitor job costs with the Operation Department.
Compliance Assurance: Assure compliance with project specifications, quality, and customer satisfaction.
Historical Data Maintenance: Create and maintain historical cost data.
Cost Study Visits: Job site visits to conduct cost studies.

3. Chief Estimator Responsibilities

Bid Analysis: Ensure all project-specific considerations and assumptions have been analyzed, costs are accurate, and the proposal letter clearly communicates and qualifies the bid.
Value Engineering Oversight: Oversee value engineering of new or alternate materials, means and methods of construction.
Proposal Qualification: Oversee the qualification of proposals from suppliers' subcontractors and participate in the procurement process.
Bid Follow-up Management: Oversee the follow-up on bids by the Estimators.
Estimating Process Development: Develop estimating procedures for improvement, and work with other leaders in the process.
Data Updates: Update the Bid Matrix and Hot List every week.
Estimating Review: Review the estimating status report regularly to ensure it is accurate and up to date.
Database Management: Compile and maintain a database of useful historical information to be used as baseline costs for estimate review, as well as for conceptual estimates for clients.
Project Support: Participate in Job Kickoff Meetings and Budget Buy-In Meetings and support the Project Team thereafter.
Report Management: Assist in the management of the Volume Projection Report.
Standards Update: Participate in updating and setting standards for estimating staff work capabilities and capture ratios.
Professional Development: Attend seminars/educational training programs.

4. Chief Estimator Accountabilities

Training and Supervision: Oversee/conduct training, supervision, review, and estimating personnel.
Staffing Assistance: Assist in the staffing of the department to ensure personnel capabilities align with business plan goals.
Sales Support: Assist Business Development with sales presentations to customer base and new prospects.
Client Relations: Develop and maintain client relationships.
Business Planning: Participate in the development of business and marketing plans.
Goal Setting: Contribute to the setting of volume goals.
Representation: Represent KHS&S at industry, community, and customer events.
Estimate Preparation: Prepare estimates and proposals for projects.
Project Selection: Participate with management in selecting projects to bid on.
Staff Assignment: Assign projects to estimate staff based on capabilities and workload.
Resource Management: Work with other estimating department management to utilize company-wide estimating resources.
Estimate Oversight: Oversee the preparation of estimates and proposals for assigned projects according to standard processes.
Bid Review: Review and correct Bid Stat information.

5. Chief Estimator Accountabilities

Estimating Oversight: Oversee all aspects of estimating, quantity takeoffs, and tender preparation for renovation and new build project pursuits.
Sub-trade Coordination: Coordinate with sub-trades on price and quantity information.
Client Engagement: Engage with third-party clients during the conceptual estimating phase of projects.
Tender Preparation: Work closely with the leadership team in preparing and closing tenders/bid submissions.
Project Transition Management: Work closely with the project management team in transitioning from tender to execution process for projects.
Departmental Leadership: Provide departmental leadership to achieve corporate goals.
Relationship Building: Cultivate strong relationships with customers and clients.
Team Supervision: Supervise the performance of a strong departmental team.
Team Development: Coach and develop a successful estimating department.
Process Adherence: Ensure the estimating department is executing at the right levels by following TDC processes.
Staff Development: Develop staff through performance management, training, coaching, and mentoring.
Recruitment and Onboarding: Manage hiring and onboarding processes.
Cultural Leadership: Champion development of The Douglas Company culture.

6. Chief Estimator Job Description

Client Relationship Management: Maintain an excellent rapport with all clients, subcontractors, and suppliers.
Technical Interpretation: Read and interpret drawings, plans, and specifications.
Estimation Accuracy: Produce comprehensive take-offs for various-size projects.
Document Review: Review documents in detail to ensure accurate pricing from subcontractors/suppliers.
Estimate Preparation: Prepare final estimates for clients based on needs and company profitability margins.
Project Management: Manage multiple simultaneous estimation projects with consistent on-time delivery.
Bid Follow-Up: Follow up on submitted bids.
Change Management: Negotiate and administer scope changes in current projects.
Process Innovation: Innovate new ideas for improving the estimating process.
Metric Development: Develop metrics for measuring the cost-effectiveness of materials and techniques.
Record Keeping: Maintain files and records of work.
Problem Resolution: Resolve issues and recommend solutions for successful project outcomes.
Team Leadership: Manage estimating team members.

7. Chief Estimator Overview

Leadership and Bidding: Provide hands-on leadership to a team of Estimators (currently 5 people) while personally putting together large bids ($50 to $500 million).
Estimate Preparation: Assist in preparing work to be estimated by gathering proposals, blueprints, specifications, and related documents.
Cost Analysis: Compute costs by analyzing labor, material, and time requirements.
Project Tracking: Track ongoing projects and provide regular reporting on budgets, changes in scope, and active change orders on each project.
Standards Setting: Set up framework, standards, and strategies for estimating function.
Knowledge Development: Develop a body of knowledge, and a playbook for estimating.
Training Delivery: Train project managers or estimating staff on the estimating process and practice.
Data Management: Ensure structure and repository for historical data.
Technology Expertise: Be the functional expert on the estimating technology tool.
Technology Strategy: Participate in technology selection and road map for estimating and other interfacing functions.
Trend Analysis: Investigate trends in estimating, and participate in operations strategy development.
Material Estimating: Perform estimating and provide quantity take-offs for the supply of materials.

8. Chief Estimator Overview

Staff Mentorship: Mentor estimating or project management staff in a matrix organization.
Stakeholder Interaction: Interact with and support the pre-construction director, project directors, project managers, and coordinators.
Service Model Development: Work with the VP of operations to establish a service delivery model for projects related to estimating.
Guideline Provision: Provide guidelines and expertise for reviewing project plans and specifications to develop the trade scope of work.
Risk Assessment: Review estimates developed by project managers to identify risks, and estimate corrections.
Market Analysis: Conduct market analysis on key commodity prices and availability.
Risk Management: Work with project teams to identify risks and opportunities specific to each project.
Scope Construction: Construct scope of work for key trades.
Constructability Review: Review pre-construction designs and provide perspectives on constructability and value engineering.
Relationship Building: Build effective relationships with customers, design team, trades, specialty contractors, suppliers, and user groups.
Proposal Support: Support sales and marketing with project proposals.
Economic Analysis: Analyze alternate means and methods to determine the most economic alternatives.

9. Chief Estimator Tasks

Bid Estimation and Submission: Provides estimating, costing, and submission of bids on all projects (i.e., public/private) as directed by the Company President.
Bid Evaluation Coordination: Coordination of bid evaluations should be based on review with the Company President.
Cost Analysis: Bids should be cost-evaluated to the previous type of work, production rates, labor productivity, and previous bid history.
Contract Preparation: Prepare and submit all contract documents and ensure they are properly executed.
Subcontractor Management: Manage subcontracts and subcontractor coordination.
Project Scheduling: Handle project schedules, material requests, and approvals.
Pre-construction Collaboration: Conduct pre-construction conferences with the Production Department and/or owner.
Management Coordination: Coordinate with Branch Managers, superintendents, and contract administrators.
Payment Processing: Prepare/approve monthly pay estimates from owner and subcontractors.
Payment Accuracy: Ensure accuracy of pay estimates.
Subcontractor Accuracy Assurance: Assure accuracy of subcontractor submittals and coordination of work.
Owner Coordination: Coordinate with owners on the timing of work and proper completion.
Change Order Negotiation: Negotiate all contract change orders in writing prior to the work being accomplished.
Responsive Communication: Respond timely to all owner and subcontractor correspondence.

10. Chief Demolition Estimator Roles

Project Selection: Actively seek out, analyze, select, and bid on demolition projects.
Lead Generation: Generate project leads through business development, effective marketing, and review of publications and bid invitations.
Bid Oversight: Oversee bid processes of estimators by assisting with prioritizing, answering questions, managing deadlines, and resolving issues associated with bid package assembly.
Schedule Management: Manage the process involved with building the schedule for each bid to coordinate the availability of labor and equipment for projects.
Financial Analysis: Analyze financial aspects of projects such as job costs compared to estimated costs.
Plan Interpretation: Accurately read and interpret plans and specs, communicate and schedule project needs appropriately.
Training Support: Support and participate in training to keep knowledge of demolition methods, and environmental and safety regulations current.
Personnel Management: Manage estimating department personnel fairly and equitably.
Performance Management: Address performance issues as they occur and participate in pre-con meetings to discuss project start-up and plans.
Site Coordination: Prepare and participate in regular job site meetings throughout the project.
Project Transition: Lead project transition meetings to the field.
Safety and Compliance Coordination: Coordinate project-specific training, safety, and EEOC compliance.

11. Chief Estimator/ Project Manager Additional Details

Contract Procurement: Pursue and procure competitive government and private bidding contracts.
Estimate Creation: Create estimates that assess all costs and risks, while maximizing profit, for future project consideration use.
Bid Preparation: Read and interpret plans, proposals, and other documentation to create bids.
Cost Analysis: Consult with outside sources and analyze documents to create time, cost, materials, and labor estimates.
Subcontract Management: Obtain and track subcontract bids and negotiate budgets.
Data Analysis: Track and analyze data to reduce gaps between estimates and actual costs.
Team Management: Manage estimating department personnel.
Project Transition: Conduct project hand-off meetings with the Project Manager and Superintendent upon award of the project.
Budget Planning: Work with the Financial Controller and Project Manager to convert estimates into a working project budget and project schedule of values.
Scope Review: Conduct Scope Review Meetings during the buyout of projects.

12. Chief Estimator Essential Functions

Project Analysis: Ability to review and fully understand project plans, specifications, and proposal requirements to prepare accurate cost estimates of labor, material, and equipment needed for the completion of construction projects.
Supplier Coordination: Obtain bids from suppliers and subcontractors by specifying materials, identifying qualified subcontractors, and negotiating price within a specified time frame.
Value Engineering: Collect, analyze, and summarize information and trends to prepare Value Engineering Reports.
Estimate Updating: Maintain and update cost codes, labor rates, and unit costs to ensure accurate estimates.
Cost Analysis: Collect and analyze information to resolve any cost discrepancies.
Professional Development: Attend educational workshops, review professional publications, establish personal networks, participate in professional societies to maintain professional and technical knowledge.
Team Contribution: Contribute to team effort by accomplishing related tasks.
Quality Assurance: Maintain quality service by following organization standards.
Relationship Management: Create and maintain a working relationship with clients, suppliers, and vendors.
Site Assessment: Attend pre-bid site visits, photograph proposed work, take measurements and observe the site access, parking, lay down areas, weight limits on roads, and other logistical challenges.
Digital Estimating: Use E Takeoff or other Digital Takeoff software to create accurate Takeoffs.

13. Chief Estimator Role Purpose

Estimate Support: Support the project management team in producing accurate project estimates and costing data.
Process Adherence: Follow Newtown Residential’s estimating processes to achieve consistent, accurate, and timely results.
Database Maintenance: Maintain the estimating database.
Take-off Creation: Create complete and accurate material, labor, and/or lump sum take-offs for all divisions of construction and trades.
Cost Estimation: Responsible for creating accurate and timely estimated job costs at various phases of project plan development: Conceptual, 30%, 60%, 90%, 100% Plans.
Data Management: Create and maintain spreadsheets, databases, and department/project-related reports.
Variance Analysis: Research all estimate-related variances and make necessary corrections in the system.
Value Engineering: Suggest any value engineer opportunities that present themselves during the estimating process.
Goal Setting: Participate in setting and executing team and individual goals that align with and help the organization in achieving its objectives.
Client Relationship Management: Maintain recurring business relationships with clients.
Opportunity Selection: Select bidding opportunities based on scheduling needs from project management.

14. Chief Estimator General Responsibilities

Bid Monitoring: Monitor the progress of all bids currently being estimated
Problem Resolution: Resolve estimating problems as they arise
Bid Evaluation: Review all bid invites and decide go-no-go based on location, customer, and job type.
Documentation Approval: Review and approve/sign any necessary documentation, invoices, checks, and correspondence
Stakeholder Meetings: Meet with Owners/General Contractors
Site Evaluation: Attend Job Walks and review sites
Customer Communication: Communicate with customers regarding bid status
Estimate Preparation: Prepare accurate estimates using company estimating software
Proposal Writing: Write high-quality, customer-oriented, detailed bid proposals
Budget Provision: Provide historically accurate budget information to the project management team
Cost Reporting: Prepare cost reports and present results or findings to management, clients, vendors, or subcontractors
Additional Responsibilities: Carry out other duties as assigned or required by management.

15. Chief Estimator Key Accountabilities

Workflow Development: Develop workflow process for estimating team
Bidding Strategy: Set bidding margins and conduct estimator team meetings
Performance Evaluation: Performance reviews of the estimating team
Specification Analysis: Review plans and specification requirements for construction projects
Quality Assurance: Ensure completeness and accuracy and to detect errors and omissions.
Process Optimization: Develop a takeoff/handoff process for PM’s
Project Support: Assist Project manager with tasks- reviewing, tracking, and processing subcontractor RFIs, drawings, submittals, change orders, payment applications, and other project-related documentation.
Negotiation and Value Engineering: Negotiate with GCs and provide value engineering.
Cost Estimation: Attend project/construction meetings, prepare preliminary and final cost estimates
Stakeholder Interaction: Interface with Owners, Architects, Consultants, and other parties
Project Coordination: Coordinate and integrate the Architect’s design and efforts with construction schedules
Relationship Management: Develop and maintain relationships with Owners, Architects, Construction Managers, Brokers, and Property Managers

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