Estimating Administrator Jobs in California (NOW HIRING)

FLSA:                                                                 Non-Exempt

Position Title:                                                    Estimating Administrator

Reports to:                                                        Estimating Department Manager              

Supervisory Responsibilities:                     No                                          

Job Summary

The Estimating Administrator is responsible for managing inbound opportunities, generating new business, and supporting the estimating process from initial inquiry through project coordination. This role combines inside sales responsibilities with estimating support, including qualifying leads, preparing quotes, tracking bids, and maintaining strong relationships with customers and internal teams. The position plays a critical role in driving revenue growth, improving conversion rates, and ensuring a high level of customer satisfaction through proactive follow-up, accurate data management, and cross-functional collaboration.

Key Responsibilities

Sales & Business Development

• Prospect and qualify new customers through outbound calls, email outreach, and lead generation tools
• Respond to inbound inquiries and convert them into sales opportunities
• Manage the full sales cycle for assigned opportunities, from initial contact through close
• Conduct product presentations and sales discussions via phone or virtual platforms
• Follow up on leads, proposals, bids, and target accounts to drive engagement and conversion
• Meet or exceed sales targets, KPIs, and performance metrics
• Provide pricing guidance and recommend appropriate products or services based on customer needs

Estimating & Project Coordination

• Support the Estimating Department with quote preparation, including take-offs, bid reviews, agency requirements, and documentation
• Review and validate incoming web requests, ensuring accurate system entry for processing
• Maintain project files, bid tracking systems, and estimating documentation
• Coordinate with Estimating, Sales, and Operations teams to develop pricing and confirm resource availability
• Assist in developing pricing strategies for targeted opportunities
• Track project progress and provide updates to internal stakeholders

Customer Relationship Management

• Serve as a primary point of contact for incoming sales calls and customer inquiries
• Build and maintain strong relationships with customers and internal stakeholders
• Provide timely follow-up and high-quality customer service
• Support Account Managers with updates, lead follow-up, and client communications
• Handle objections and resolve customer concerns professionally

CRM, Reporting & Process Management

• Maintain accurate records of customer interactions, pipeline activity, and project updates in CRM (HubSpot or similar)
• Track and report on lead activity, conversion rates, and sales performance
• Ensure accurate and up-to-date customers and project data across systems
• Follow call flow processes, response time expectations, and service level standards
• Monitor and prioritize inbound opportunities, escalating complex or high-value inquiries when needed
• Assist with process improvements to optimize sales and estimating workflows

Administrative & Cross-Functional Support

• Perform routine sales administrative duties and support special projects
• Collaborate with Sales, Marketing, Operations, and Estimating teams to improve lead quality and conversion
• Schedule meetings, demos, and site visits as needed

Required Qualifications

• High school diploma or equivalent
• 1–3 years of experience in inside sales, customer service, or related field
• Experience with phone-based sales and handling a high volume of calls
• Basic proficiency in CRM systems (HubSpot preferred)
• Strong Microsoft Office skills

Preferred Qualifications

• Construction industry experience
• Inside sales and/or estimating experience
• Proven track record of achieving or exceeding sales goals
• Bachelor’s degree (preferred, not required)
• Familiarity with sales methodologies

Skills & Competencies

• Strong sales, persuasion, and negotiation skills
• Excellent verbal and written communication abilities
• Ability to multitask, prioritize, and manage time effectively
• Strong analytical and problem-solving skills
• Customer-focused with strong follow-through
• Resilience and ability to handle objections
• Professional phone etiquette
• Ability to collaborate effectively across teams

Equipment & Tools

• Computer, phone, and office equipment
• CRM software (e.g., HubSpot)
• Company vehicles (cars/trucks), trailers, and traffic control equipment
• Materials used for product demonstrations

Physical Requirements & Work Environment

• Ability to sit or stand for extended periods
• Ability to lift to 50 lbs.
• Work in both office and construction site environments
• Exposure to moving equipment, traffic, and moderate noise levels
• May involve outdoor work and repetitive hand movements
• Must maintain alertness and adhere to safety standards

Additional Information

This job description is not intended to be all-inclusive. Employees may be required to perform other duties as assigned. The company reserves the right to modify responsibilities as business needs evolve. This description does not constitute a contract of employment.