What Does A Construction Estimator Do?

WHAT DOES A CONSTRUCTION ESTIMATOR DO?

Published: September 30, 2024 – The Construction Estimator analyzes complex project drawings and specifications to define the work scope for plumbing and hydronic system renovations in multi-family buildings. This role involves producing accurate software-based estimates for piping replacement projects, conducting site visits, and coordinating with suppliers and subcontractors to determine material quantities and labor needs. Additionally, the position requires writing detailed proposals that highlight potential conflicts and risks, as well as supporting project operations with material lists, change orders, and communication with clients to clarify scope ambiguities.

A Review of Professional Skills and Functions for Construction Estimator

1. Construction Estimator Role Purpose

Relationship Management: Build and cultivate relationships with subcontractors and suppliers.
Strategic Analysis: Perform strategic constructability and schedule analysis relative to cost estimates.
Bid Preparation: Produce detailed instructions to bidders, bid packages, and clarifications for specific trades.
Policy Development: Lead in the development and implementation of company estimating policies, procedures, and protocols.
Database Management: Coordinate with project managers to assemble and maintain historical databases.
Financial Control: Control profit and loss and cost of company resources.
Schedule Management: Maintain all required schedules, logs, lists, etc.
Documentation Accuracy: Complete and ensure accurate completion of all bid/sales logs and all project management tools.
Collections Management: Perform monthly collections on projects that you managed/sold.
Administrative Compliance: Complete and submit required paperwork for operations management, payroll, and accounting promptly.
Policy Enforcement: Enforce all company policies and procedures, including safety and quality control.

2. Construction Estimator Essential Functions

Contract Review: Review all agreements of jobs personally closed to ensure that the scope of work bid matches the terms and conditions of the contract, that exclusions are correct, and that the contract amount matches the bid amount.
Budget Creation: Create a budget and schedule of values.
Work Order Generation: Generate work order/work report.
Procurement Management: Form procurement of insurance/tax-exempt, procure shop drawings.
Preconstruction Coordination: Schedule and attend preconstruction (Pre-Con) job conferencing.
Contract Setup Compliance: Follow proper contract setup procedures per company policy and review all POs and vendor invoices of purchases for jobs under contract.
Customer Relations: Coordinate customer relations and requests.
Technical Coordination: Personally coordinate any technically difficult installations.
Construction Compliance: Ensure the construction is performed following plans and specifications as well as completed following all company safety policies and procedures.
Installation Review: Review work completed on-site for proper installation and report any deficiencies to management.
Expense Monitoring: Review weekly work reports and other project expenses on projects you manage.

3. Construction Estimator Additional Details

Payroll Review: Review weekly payroll and backlog reports for any required adjustments or re-budgets.
Bid Management: Be responsible for following the assigned bid schedule and responding to customer requests for bids.
Customer Development: Develop a customer base and repeat business relationships including monthly customer sales interaction and marketing activities.
Estimating Compliance: Follow all estimating, bidding, and selling practices established by the company.
Project Coordination: Coordinate the project set-up and start-up phase of each project.
Bidding Activity Maintenance: Maintain bidding activity of a minimum of 3-5 jobs per week.
Contract Closing: Close contracts on projects bid to total the annual goal within the final average gross profit percentage specified.
Bid Follow-Up: Follow up on all project bids including completion of all bid/sales logs with accurate and complete information to be used for customer/bid analysis per company guidelines.
Data Entry: Enter customer contact data and sales data into the company sales tracking system for all existing and potential new customers.
Workplace Safety: Perform other related duties to ensure a safe workplace, quality construction, and timely completion of each project.

4. Construction Estimator Roles

Project Management: Handle won construction projects from start to finish in conjunction with coordination and supervisory team members.
Company Alignment: Keep to the mission, vision, and direction of the company by implementing them on every single project and maximizing the customer service experience.
Team Setup: Set up the construction team and the accounting team for success.
Customer Service Balance: Balance customer service with exceptional margin-based financial performance.
Resource Utilization: Utilize the tools, software, and resources available to their full potential.
Feedback Provision: Give constant feedback on how the position and the company may be improved.
Scope Preparation: Prepare an accurate scope.
Closing Ratio Achievement: Achieve a closing ratio of 20% or higher and/or at least $80,000 in monthly revenue.
Job Duration Achievement: Achieve an average job duration of 30 days or less.
Timely Estimation: Prepare estimates in a timely fashion (typically within 48 hours of the inspection or according to program requirements for specific losses/carriers).
Stakeholder Interface: Interface with various city and county officials, architects, engineers, and inspectors.

5. Construction Estimator Tasks

Drawing Analysis: Analyze drawings and specifications.
Estimate Creation: Create accurate and well-organized estimates and proposals including bills of quantities and schedules of work.
Inquiry Management: Manage and prioritize inquiries to best manage time.
Schedule Preparation: Prepare 'Plot' schedules for residential schemes.
Tender Management: Manage initial inquiry through to successful submission of tender within allocated deadlines.
Market Understanding: Have an excellent understanding of current market and supply chain rates.
Tender Review: Assess and review all tender information received and attend any site visits or pre-tender meetings.
Collaboration: Liaise with colleagues to ensure the best solution is put forward in submission.
Quotation Organization: Organize subcontractor quotations and negotiate to ensure quotes meet contract documents.
Commercial Review: Undertake detailed commercial review with senior management before submission of tender to the client.
Relationship Management: Maintain relationships with subcontractors and clients.

6. Construction Estimator Overview

Estimate Writing: Write and upload clear and concise estimates of inappropriate software (Xactimate or other) and follow up on estimate approval with the adjuster.
Contract Preparation: Write the contract once the estimate is approved and follow up on contract approval with the customer.
Customer Collaboration: Work with the customer to ensure they understand the process and insurance adjusters to provide updates and changes.
Information Gathering: Research and gather all necessary information from vendors, subcontractors, and customers.
Inquiry Handling: Handle estimating inquiries and demonstrate a high level of problem resolution and technical assistance.
Relationship Building: Establish and maintain client relationships as well as relationships with insurance adjusters and claim representatives.
Pricing Knowledge: Knowledge and understanding of pricing projects in Xactimate or other applicable estimating software.
Initiative Taking: Prioritize and take initiative in getting things accomplished without much supervision.
Scope Securing: Secure the approved scope and price with the client.
Paperwork Delivery: Deliver necessary paperwork and maintain a relationship with the client.
Administrative Coordination: Deliver necessary paperwork to the administrative department.

7. Construction Estimator Job Description

Material Take-off Development: Development of accurate material take-offs from prints and specs and field inspections.
Pricing Utilization: Utilize Xactimate to develop pricing to ensure optimal margins through material breakouts and other methods of design to optimize profit.
Quality Monitoring: Ensure quality servicing of adjusters and customers by monitoring key indicators and reports as well as frequent random contact with adjusters and customers.
Inspection Performance: Perform a thorough inspection within two business days of receiving the lead.
Estimate Writing: Write an estimate within two business days after performing the inspection.
Budget Assistance: Assist project managers in the development of budgets, change orders, and other items pertinent to assigned jobs.
On-call Participation: Participate in on-call rotation.
Project Interface: Interface with the Division Manager through project completion and collection.
Completion Certification: Sign the certificate of completion and collect final payments.
Subcontract Management: Assist in writing and negotiating subcontracts.
Project Handoff: Participate in the handoff of the project to the project construction team.

8. Construction Estimator Functions

Bid Feasibility Analysis: Seek out and determine bid work feasibility.
Pricing Update: Keep updated on pricing and technology.
Cost Evaluation Responsibility: Take responsibility for cost evaluation.
Proposal Preparation: Assist with the preparation of general contracting proposals, participate in presentations, and be responsible for closing sales.
Bid Package Compilation: Put together the bid package and compile analysis relative to bid work.
Final Estimate Review: Review final estimate packages.
Cost Estimating Coordination: Coordinate the project cost estimating process with project staff.
Material Calculation: Calculate material quantity requirements.
Relationship Building: Establish relationships with owners, subcontractors, material suppliers, and other industry professionals.
Trade Bid Compliance: Meet trade bid requirements.
Cost Estimation: Provide both conceptual estimates of cost and detailed line-item budgeting for projects in various stages of development and design.

9. Construction Estimator Accountabilities

Quantity Surveying: Complete accurate quantity surveys at all levels of plans from SD to the final bid set.
Carpentry Take-offs: Rough and finished carpentry take-offs for the final bid set.
Plan Checking: Do and complete an accurate plan check of the plans and specifications.
RFI Coordination: Prepare and coordinate all pre-bid RFIs.
Bid Management: Manage all bid clarifications and addendums to subcontractors during the bidding phases.
Proposal Organization: Receive subcontractor proposals, organize, and enter the project leveling sheets.
Bid Leveling Assistance: Assist the Senior Estimator in leveling subcontractor bids.
Cost Data Compilation: Compile current and historical unit cost data.
Preconstruction Participation: Participate in preconstruction meetings.
Cost Factors Knowledge: Knowledge and understanding of unit costs and factors that affect construction costs.
Man-hour Factors Knowledge: Knowledge of man-hour factors related to self-performed work.

10. Construction Estimator Job Summary

Project Analysis: Analyze and inspect complex projects, drawings/plans, and specifications and define work scope for plumbing and hydronic system replacement and renovation in multi-family buildings.
Site Visits: Perform project site visits to determine an accurate scope for proposed work.
Software Estimation: Independently produce software-based estimates for hydronic, domestic, and drain, waste, and vent (DWV) piping replacement projects.
Material Takeoffs: Complete material takeoffs and determine material quantities, and costs.
Coordination: Coordinate with equipment suppliers and subcontractors, and determine labor needs per system.
Proposal Writing: Write detailed proposals that contain potential conflicts with plans and specifications from site conditions, including identifying exclusions and unknowns.
Operational Support: Support project operations with material lists, change orders, scope clarifications, and audits.
Client Communication: Interface and communicate with the client to understand scope ambiguities and coordinate bid proposals.
Plan Understanding: Read and understand plans and specifications for major/complex projects.
Risk Identification: Identify and address risk during the procurement process.
Administrative Tasks: Complete general administrative work including generating meeting minutes, RFIs, project-specific scope of work clarifications, specification auditing, and scheduling meetings.