Estimator Assistant

Essential Duties And Responsibilities The part-time Estimator Assistant supports the estimating team for 20–25 hours per week by completing quantity takeoffs, entering project information, obtaining pricing, conducting site inspections, and preparing estimates and proposals for Account Manager review. The position also tracks bid deadlines, maintains organized project records, coordinates with Sales and Production, and contributes to a strong safety culture.

Essential Duties And Responsibilities

• Enter project information into estimating software

• Complete quantity takeoffs from field measurements and plans

• Prepare and estimate for Account Manager review

• Request vendor and subcontractor pricing

• Maintain current material pricing

• Assist in developing estimates for:

• Landscape Maintenance

• Landscape Enhancements

• Seasonal

• Plant Installations

• Hardscape

• Visit customer properties to perform site inspections

• Measure landscape beds, turf areas, irrigation zones, sidewalks, fencing, drainage features, parking lots, and other project components

• Photograph existing site conditions

• Document access challenges, utilities, drainage concerns, and production obstacles

• Verify project spoke before estimates are finalized

• Assist Account Managers during customer walkthroughs as needed

• Prepare proposals and contracts

• Assemble bid packages

• Ensure proposals are accurate and complete

• Maintain proposal files

• Track bid deadlines

• Upload supporting documents

• Prepare project folders upon ‘win’

• Maintain accurate customer records

• Update opportunities and proposal status

• Organize digital project files

• Coordinate internal communications between Sales and Production

• Identify opportunities to improve estimating accuracy

• Safety is the responsibility of ALL members of the team. The Estimator Assistant will always contribute to a strong safety culture.

Required Experience

• High School Diploma or GED
• Basic computer skills, including Microsoft Office
• Current Driver’s License. (Required)
• Strong Math skills
• Excellent organizational skills
• Strong written and verbal communication
• Previous landscape, construction, or outdoor work experience (Preferred)
• Experience as a Crew Member or Crew Lead (Preferred)
• Knowledge of Maintenance and Enhancement operations
• Bilingual (English/Spanish) (Preferred)
• Experience with estimating or software (Preferred)
• Experience using mapping tools (preferred)
• Capacity to make critical judgments, solve problems and have strict attention to detail.
• Ability to track information and maintain a proper workflow of all required paperwork.
• Excellent verbal and written communication and ability to deal tactfully with all customers and employees.
• Flexible enough to work varying hours to meet the needs of the company.
• A Winning Attitude!

Physical Requirements

• Frequent walking on uneven terrain
• Ability to lift up to 40 lbs.
• Frequent driving to customer locations
• Ability to work outdoors in varying weather conditions
• Frequent computer work

Reporting The Estimator Assistant reports to the General Manager.

Location This position is based in Tulsa, OK and the employee will be expected to primarily work Monday-Friday and occasional weekends.

Note: This job description covers major areas of responsibility but is not comprehensive. This person will be expected to willingly accept other responsibilities and duties as assigned. Roark and HeartLand reserves the right to revise this job description at any time.