Estimating & Project Specialist

POSITION OVERVIEW
The Estimating & Project Specialist supports the successful estimating, administration, and execution of Multi-Family construction projects from initial project review and estimating through project setup, execution, and closeout. This position serves as a key operational resource for the Multi-Family team, assisting with initial estimating and material takeoffs while coordinating contracts, project documentation, online project platforms, financial records, schedules, change orders, and communication between internal teams, customers, vendors, and project partners.
The position utilizes Buildertrend and technology-based estimating tools, including AI-assisted estimating systems, to support initial project takeoffs, organize project information, and improve the efficiency and accuracy of the estimating and project management process. The Estimating & Project Specialist reviews project plans and documentation, assists in developing initial estimates and takeoffs, and works with appropriate team members to verify project information before proposals or project execution.
The position requires strong organizational, analytical, and follow-through skills and the ability to manage multiple projects and deadlines simultaneously. A background in bookkeeping, accounting, construction administration, estimating, or project support is beneficial due to the position's involvement in contract administration, project financial tracking, billing documentation, estimating, and reconciliation.
The Estimating & Project Specialist works closely with Project Managers and other members of the Multi-Family team to ensure projects remain organized, estimates and project information are accurate, documentation is complete, deadlines are monitored, and information moves efficiently throughout the project lifecycle.
KEY RESPONSIBILITIES
•    Perform initial project estimating and material takeoffs utilizing Buildertrend, AI-assisted estimating technology, and other approved estimating tools.
•    Review project plans, specifications, drawings, and other available documentation to gather information needed for initial estimates and takeoffs.
•    Review AI-generated takeoffs and estimating information for completeness and accuracy and coordinate necessary corrections or clarification with appropriate team members.
•    Maintain estimating information, project documentation, and supporting records within Buildertrend and other company systems.
•    Assist with the preparation, organization, and tracking of estimates, proposals, project costs, and related documentation.
•    Set up and maintain new projects in Buildertrend, internal systems, and customer/contractor online portals.
•    Review, organize, and maintain contracts, purchase orders, project documents, and related records.
•    Track contract requirements, project milestones, deadlines, approvals, and outstanding items.
•    Coordinate submittals, RFIs, change orders, and other project documentation.
•    Maintain accurate project files and electronic records throughout the project lifecycle.
•    Assist with project billing, invoicing, payment documentation, and financial tracking.
•    Reconcile project information and assist in identifying discrepancies between estimates, contracts, purchase orders, invoices, and project records.
•    Coordinate with Project Managers, Sales, Accounting, Purchasing, Operations, and other departments as needed.
•    Communicate with customers, general contractors, vendors, and other project partners regarding documentation and project requirements.
•    Monitor online construction and project-management platforms and ensure required information is submitted accurately and timely.
•    Track project changes and maintain appropriate supporting documentation.
•    Assist with material, delivery, and scheduling coordination as required.
•    Prepare reports and maintain project status and financial information for management.
•    Support project closeout, including final documentation, reconciliation, and record retention.
•    Develop and maintain working knowledge of Nisbet Brower's Multi-Family products, construction processes, estimating practices, and project-management procedures.
•    Learn and effectively utilize new technology, including emerging estimating and automation tools, to improve accuracy, reporting, and workflow efficiency.
•    Identify opportunities to improve estimating, project administration, reporting, and overall workflow efficiency.