Master Estimator/Supply Chain Coordinator

Position Title:

Master Estimator (Purchasing Manager/Supply Chain Coordinator)

Reports to:

Managing Director (or VP Operations, per Org Chart)

Result Statement

Accountable for delivering accurate, timely, and winnable estimates—primarily for large-scale, complex, and high impact projects—while also supporting day-to-day quoting as needed. This role is critical to enabling the company to pursue and win large projects, accelerate sales cycles, and scale profitably. Responsible for converting awarded quotes into on-time, in-full purchases at best total cost. Owns the estimating system, pricing data, vendor RFQs, and purchasing execution so sales cycles accelerate, project gross margin is realized, and production/installation schedules are met.

Primary Tactical Work (Estimating)

• Own the intake, triage, and scheduling of estimates with special focus on large scale estimate requests.
• Perform detailed takeoffs from drawings/specs, assist with day-to-day takeoffs as required
• Run vendor RFQs for non-standard components.
• Maintain and improve pricing matrices and CPQ rules.
• Prepare formal quotations/proposals.
• Collaborate with Design/Engineering for constructability and VE.
• Collaborate with Sales/Marketing for qualifying leads, pricing proposals, and presentations.
• Provide technical details and pricing for sales proposals and presentations.
• Share market and customer feedback from estimate requests to inform marketing strategies.
• Support the creation and review of technical content for marketing collateral.
• Advise feasibility and prioritization of leads generated by marketing.
• Train sales staff on pricing tools and estimation processes.
• Enter/update estimates in , 
  QBO
   and CPQ.
• Lead quote hand-off upon award, including checklist (BOM validation, vendor lead times, costs) before transition to Project Management
• Understand existing vendors' pros/cons to properly disperse estimated work to correct vendors.
• Conduct quarterly audits of estimating accuracy vs actual project costs to drive continuous improvement

Primary Tactical Work (Purchasing)

• Convert awarded quotes into POs using automations and maintain price logic updates
• Prepare cost reports for the procurement team.
• Track supplier acknowledgments and OTIF performance.
• Maintain Approved Vendor List and price files.
• Work with existing vendors to create and update yearly matrices or pricing agreements.
• Ideal candidate to have strong vendor negotiation and purchasing skills.
• Coordinate with Accounting on vendor setup and payments.
• Own inventory/long-lead forecasts.
• Maintain supplier performance scorecards, manage risk assessment for vendors and supply chain disruptions

Strategic Work

• Design and maintain the Estimating System.
• Publish estimating and purchasing KPIs monthly.
• Partner with Sales and Operations for margin protection.
• Develop second-seat capacity and cross-train Sales Coordinator.
• Use existing networks to reach potential new vendors (Domestic and Overseas) and vet pricing and quality.

Key Performance Indicators

• Quote Turnaround Time: Standard ≤ 1 day; Complex ≤ 5 days.
• Estimating Accuracy: ≤ 2.0 ppts average.
• Hit/Win Rate: % of quoted revenue awarded.
• Requote/Rework Rate: ≤ 5%.
• RFQ Coverage: ≥2 competitive bids.
• Purchasing OTIF On Time In Full: ≥ 95%.
• VE Savings: % of awarded revenue
• Cost Savings/Avoidance: Target % from pricing negotiations or VE
• Quote Backlog Age: ≤ 10% beyond SLA.