Estimating Coordinator (Administrative Focus)

Estimating Coordinator (Administrative Focus)

Location: Remote (Philippines or Latin America preferred)
Compensation: Depending on experience
Industry: Construction / Custom Signage
Schedule: Full-time 40 hours per week with U.S. time zone overlap
Reports To: Owner
Works Closely With: Project Managers and In-House Designer

About the Company

Our client is a custom sign contractor serving a major U.S. metropolitan area. The company delivers high-quality code-compliant signage solutions for commercial and industrial customers. The team operates in a fast-paced deadline-driven environment where accuracy responsiveness and clear communication are critical to winning and executing projects.

This will be the companys first offshore hire and is intended to provide immediate operational relief to an overwhelmed internal team.

Role Overview

This role is a full-time administrative estimating position not an office management or technical estimating role.

The Estimating Coordinators primary responsibility is to own the estimating workflow administratively removing a major bottleneck for the business. This includes sending designs to vendors managing quote follow-ups clarifying specifications comparing pricing and preparing estimates for internal review.

The technical aspects of estimating are supported by the in-house designer and project managers. This role focuses on process execution communication accuracy and follow-through.

Success in this role directly impacts revenue by increasing the number of accurate timely estimates delivered to customers.

Key Responsibilities

Estimating & Quote Coordination (Primary Focus)

• Receive completed design drawings and specifications from the internal team
  
• Send quote requests to multiple fabrication vendors per project
  
• Manage vendor communication via email and phone to clarify scope dimensions materials and specifications
  
• Follow up persistently to obtain complete and accurate quotes
  
• Identify inconsistencies omissions or errors in vendor pricing
  
• Normalize vendor quotes for clear apples-to-apples comparison
  
• Enter pricing into the companys estimating software or templates
  
• Prepare clean complete estimates for project manager review and customer submission
  

Cross-Functional Administrative Support

• Coordinate closely with project managers and the designer throughout revisions
  
• Support estimate updates during customer revisions and rebids
  
• Assist with light post-approval handoff tasks related to ordering or documentation as needed
  

Required Experience & Hard Skills

• Experience in estimating coordination project coordination procurement or administrative support within:
  
  • Signage
    
  • Construction
    
  • Custom fabrication
    
  • Specialty contracting environments
    
• Strong attention to detail when working with pricing specifications and documentation
  
• Comfort communicating with vendors by both email and phone
  
• Ability to manage multiple estimates and vendor conversations in parallel
  
• Proficiency with spreadsheets and basic internal systems
  

Highly Preferred Background (Strong Accelerator)

• 2 or more years of experience in the signage industry especially:
  
  • Estimating
    
  • Project coordination
    
  • Sales support
    
  • Fabrication coordination
    
• OR experience in custom build-to-spec environments such as:
  
  • Custom signage
    
  • Architectural metal
    
  • Custom kitchens or millwork
    
  • Landscaping or specialty construction trades
    

This experience significantly reduces ramp-up time.

Bonus Skills (Not Required)

• Familiarity with graphic design concepts such as:
  
  • Vector artwork
    
  • Scale and dimensions
    
  • Reading design drawings
    
• Basic exposure to Adobe Illustrator or similar tools
  
  • You do not need to be a designer
    

Soft Skills & Attributes

• Highly organized and process-driven
  
• Clear and professional communicator
  
• Comfortable asking clarifying questions
  
• Persistent and detail-oriented when following up with vendors
  
• Calm and reliable in a fast-moving environment
  
• Long-term mindset with interest in growing alongside the business
  

Why This Role Matters

This role removes a critical estimating bottleneck that directly impacts revenue. By owning the administrative side of the estimating process the Estimating Coordinator allows project managers to focus on customer relationships and project execution.

This is a foundational hire with the opportunity to grow in responsibility as the business scales.

Required Experience:

IC