Estimator Administrator

Job title: Estimator Administrator Type of employment: Full-time Shift Schedule: Monday–Friday, 7:00 AM – 4:00 PM Pacific Time A highly organized and detail-oriented administrative role supporting the Lighting and Electrical Estimating Teams at Century Commercial Service. This role focuses on estimate preparation, data entry, scope-of-work writing, proposal documentation, quality control, and quote tracking within the company's service management software. It is ideal for someone who enjoys structured, process-driven work, has excellent written English skills, and can use tools like ChatGPT to improve accuracy, consistency, and efficiency. About the Company: A family-owned commercial service contractor serving Northern California, providing maintenance and service support across Lighting, Electrical, Plumbing, and Mechanical departments. Company core values: Excellence Vision Respect Communication Ownership Objective of this role: Support the Lighting and Electrical Estimating Teams with accurate estimate preparation and administrative execution Enter materials, labor, equipment, pricing, and project information into estimating and service management systems Create clear and professional scope-of-work descriptions based on estimator notes and project requirements Maintain organized estimate files, quote registers, supporting documents, and proposal details Review estimates for accuracy, completeness, consistency, and alignment with company standards Help the estimating team complete assigned quotes on time with minimal errors Responsibilities: Estimate preparation and data entry Enter materials, equipment, labor, and project information into the company's estimating and service management software Build quote registers based on instructions provided by lead estimators Verify pricing, quantities, descriptions, and estimate details for accuracy Organize estimate information according to company standards and procedures Scope writing and documentation Create professional scope-of-work descriptions based on estimator notes and project requirements Use ChatGPT and AI tools to assist in drafting, improving, and refining proposal descriptions Ensure estimate narratives are clear, accurate, customer-friendly, and professionally written Maintain consistency in proposal formatting, language, and presentation Estimating support Assist Lighting and Electrical Estimators with administrative tasks related to quote preparation Update estimates based on estimator revisions, customer requests, or project changes Organize supporting documents, photos, specifications, and project information Track estimate progress and help ensure assigned quote tasks are completed on time Quality control and review Review completed estimates for accuracy, completeness, and consistency Verify material quantities, descriptions, pricing, labor details, and scope information Identify discrepancies and coordinate corrections with estimators Ensure proposals meet company quality standards before submission Internal communication Communicate with estimators regarding estimate status, revisions, and outstanding information Provide updates on assigned projects and quote preparation progress Coordinate with Customer Service Representatives and Operations Team members when necessary Ask clarifying questions when instructions, scope details, or estimate information are incomplete Software and technology support Use ChatGPT and AI-powered tools to improve productivity, writing quality, and consistency Work within Microsoft Excel, Google Sheets, Microsoft Office Suite, and Google Workspace Use Field Ops Service Management Software and Front Communication Platform to support estimate workflows Maintain accurate digital records, estimate files, and quote documentation Required skills and qualifications: Exceptional attention to detail Strong written English skills Accurate and efficient data entry abilities Strong organizational skills Ability to follow detailed instructions and company processes Comfortable working with repetitive, structured, and process-driven tasks Ability to manage multiple estimates or projects simultaneously Strong time management and prioritization skills Proficiency with spreadsheets and business software Comfortable using: - ChatGPT and AI-powered tools - Microsoft Office Suite - Google Workspace - Field Ops Service Management Software - Front Communication Platform Preferred skills and qualifications Prior estimating support experience Administrative support experience in a service, construction, or trade environment Data entry experience with high accuracy requirements Proposal writing or scope-of-work writing experience Experience using AI tools such as ChatGPT to draft, refine, or organize written content Experience working with service contractors, electrical contractors, lighting teams, or construction-related businesses Familiarity with material lists, labor entries, quote registers, work orders, or service estimates Technical Requirements Laptop: Minimum i5 10th Gen (or Ryzen equivalent), 16GB RAM, 256GB SSD Monitors: Dual monitors required Internet: Two separate wired internet connections (e.g., PLDT + Converge). Mobile data is not considered an acceptable backup