The Estimating and/or Preconstruction Management Career Path – What is a Day in the Life?
Estimating and Preconstruction Titles
They are often used in crossover, yet someone can work in preconstruction and not ever have prepared a detailed estimate before. Where did the crossover come in? The crossover came in when the majority of projects went from being submitted to contractors as construction documents in a competitive bid scenario to more design-build and design-assist projects, along with the more prevalent sale of preconstruction service contracts. Developers and developer builders will more often than not title their individual or individuals taking projects through program/conceptual, schematic design, design development and construction document phases as preconstruction managers versus estimators because they are often involved in the strategy of a project’s success. The estimate is just one of the costs associated with delivering that strategy, and they rely on the contractors for detailed numbers.
Estimator Responsibilities in Construction Projects
Click to reveal typical job responsibilities associated with each stage of growth in an estimating career:
- Requests from the project estimator an organized and dated log of bid documents
- Stores and distributes/publishes bid documents
- Collects and organizes vendor proposals/quotes
- Maintains an updated vendor/subcontractor list and keeps this information confidential within the company database
- Assists in maintaining an updated vendor/subcontractor prequalification log
- Assists estimators with follow-up calls and correspondence to vendors to collect bids and bid data
- Performs all other assigned business-related responsibilities to aid estimators with meeting bid deadlines or representing the company at estimating-related events
- Reads and interprets drawings and project specifications
- Surveys/Quantifies materials/assemblies from drawings
- Develops knowledge of takeoff and estimating software
- Organizes quantity takeoffs for ease of audit
- Focus of concept/schematic is interior estimating
- Capable of structural/civil estimates at DD/CD
- Contacts/Follows up with subcontractors for pricing input
- Prepares notes from phone conversations
- Arranges for document reproduction/distribution
- Developed knowledge of construction pricing
- Makes recommendations for software upgrades
- Makes recommendations for database pricing changes
- Reads and interprets drawings and project specifications
- Surveys/Quantifies materials/assemblies from drawings
- Develops knowledge of takeoff and estimating software
- Organizes quantity takeoffs for ease of audit
- Focus of concept/schematic is interior estimating
- Capable of structural/civil estimates at DD/CD
- Contacts/Follows up with subcontractors for pricing input
- Prepares notes from phone conversations
- Arranges for document reproduction/distribution
- Developed knowledge of construction pricing
- Makes recommendations for software upgrades
- Makes recommendations for database pricing changes
- Demonstrates proficiency in scope review process
- Demonstrates proficiency in subcontractor knowledge
- Demonstrates proficiency in OST/Timberline
- Demonstrates knowledge of conceptual estimating
- Demonstrates proficiency in interior estimating
- Developing skills in structural/civil estimating at concept/SD
- Developing knowledge of client relations and estimate presentations
- Greater depth of knowledge concerning technical specs
- Greater depth of knowledge concerning pricing levels
- Meets deadline challenges
- Reads and interprets drawings and project specifications
- Surveys/Quantifies materials/assemblies from drawings
- Develops knowledge of takeoff and estimating software
- Organizes quantity takeoffs for ease of audit
- Focus of concept/schematic is interior estimating
- Capable of structural/civil estimates at DD/CD
- Contacts/Follows up with subcontractors for pricing input
- Prepares notes from phone conversations
- Arranges for document reproduction/distribution
- Develops knowledge of construction pricing
- Makes recommendations for software upgrades
- Makes recommendations for database pricing changes
- Demonstrates proficiency in the scope review process
- Demonstrates proficiency in subcontractor knowledge
- Demonstrates proficiency in OST/Timberline
- Demonstrates knowledge of conceptual estimating
- Demonstrates proficiency in interior estimating
- Developing skills in structural/civil estimating at concept/SD
- Developing knowledge of client relations and estimate presentations
- Greater depth of knowledge concerning technical specs
- Greater depth of knowledge concerning pricing levels
- Meets deadline challenges
- Supervises estimating engineers/estimators
- Checks the work of estimators/estimating engineers
- Mentors estimators/estimating engineers
- Leads major estimating efforts
- Develops estimate reports/clarifications
- Strong subcontractor knowledge and relations
- Experienced in presenting estimating results to clients
- Developed knowledge of all CSA trades
- Competent at conceptual and detailed levels of estimating value engineering leadership and tracking
- Process control
- Drives deadlines and achieves results
- Mastery of the scope review process
- Mastery of company takeoff and estimating/scheduling software
- Consults with architects/engineers on project parameters
- Ensures database pricing updates are completed
- Has mastered all the above of a senior estimator and has demonstrated leadership abilities to coordinate a team of estimators to develop multi-disciplinary estimates
- A chief is defined as having five or more estimators under them, whereas a senior lead may be the sole estimator within the department. In the past decade and with smaller companies, the chief estimator title is often given regardless of his ability to:
- Discuss the development of deliverables with the various disciplines to achieve the accuracy required
- Prepare estimate basis documentation
- Present completed estimates to senior management and clients
- Perform independent reviews of work performed by others
- Identify deficiencies in the drawings and other source information and provide pricing for such deficiencies
- Understand the need for and be able to write scope clarifications
- Develop quantity-based estimates from partial information (forced quantities)
- Obtain subcontract and vendor pricing and develop budget pricing for subcontractors
- Develop preliminary lifting plans and select appropriate cranes and other equipment
- Develop preliminary schedules and identify critical phases and recourses
- Develop execution plans for the work
- Accurately depict takeoff elements of the work
- Review standard database items and recommend appropriate changes to be made to reflect field conditions
- Have sufficient field experience to build field indirect staffing and equipment plans for incorporation into the estimate
- Develop appropriate Work Breakdown Structures (WBS) to facilitate understanding of the estimate by others and allow trending
- Prepare bridging documents demonstrating an understanding of how estimate costs have changed from previous estimates
- Risk management oversight
- Preconstruction planning/staffing
- Company events, recognition (office-wide)
- Compensation/Recruiting/Hiring/Termination/Promotions/Employee relations
- Networking with Clients/AEs
- Support to sales/BD team/Sales presentations
- Training (and compliance) of 10 Commandments
- Troubled projects
- Recognizing, mitigating, resolving, avoiding
- Drives culture
- Mentor/Leader/Motivator/Coach, teaching ethics, diversity, quality, development, etc.
- Business/Strategic planning
- Annual budgeting
Transition from General Contractor to Senior Estimator
Every construction company should be taking the basics and developing their departmental expectations and structure, including organizational charts, titles, job descriptions, and accountability structure. If you are a general contractor specializing in design-build/design-assist projects, then you may have a senior estimator job description like below:
- Prepares estimates with the necessary level of detail for all design stages: program/conceptual, schematic design, design development and construction documents
- Prepares quantity takeoffs and estimated costs of materials, labor, and use of equipment required to fulfill all provisions of the contract, from simple to complex.
- Prepares quantity takeoffs and estimates in detail for self-performed work (selective demolition, concrete, steel erection, carpentry, etc.)
- Evaluates labor pricing/production for specific projects and/or locations
- Demonstrates proficiency in material, labor, sub, and equipment pricing for all trade disciplines
- Assembles general conditions estimates for review by VP preconstruction and/or senior project manager
- Assists with maintaining the estimating cost database to ensure costs are up to date
- Manages job-specific estimating teams in the assembly and submission of bids
- Prepares estimate action list
- Establishes responsibilities and makes assignments to estimating team members
- Coordinates and supervises work
- Establishes the schedule for completion of tasks to meet project requirements
- Keeps chief estimator advised concerning the schedule
- Reviews estimate assignments to ensure accuracy and completeness before formal submission
- Consults with clients, architects, subcontractors, and material suppliers to discuss and formulate estimates, effect cost reductions, and resolve issues
- Studies specifications to assist the operations team in planning procedures for construction
- Researches construction documents and analyzes specifications to determine estimated costs
- Works with the operations team throughout the preconstruction process in reviewing plans and specifications for constructability issues and determining general requirements for the project
- Understands how to create proper bid packages and bid alternate strategies
- Ensures that all work items from scope review are included in estimates and that cost trails from bids to bid package scope analysis worksheets to estimates are clear and correct
- Prepares clear, properly formatted bid package scope analysis worksheets
- Reviews bid analysis worksheets prepared by others for coordination
- Manages the subcontractor solicitation process using SmartBidNet
- Assures the appropriate team members are part of the approval process for all bid lists
- Issues bid invitations to subcontractors/vendors
- Ensures adequate bid coverage for each trade package (receipt of 3 bids minimum, 4 to 5 preferred)
- Generates interest and gets commitments on subcontractor participation
- Obtains local participation to meet project needs
- Reviews subcontractor and supplier bids for conformity to contract requirements and determine acceptable bids
- Presents and explains project budgets to clients, designers, and operations teams
- Leads estimate presentations
- “Sells” estimates to client and design team
- Performs comprehensive bid-day analysis and scoping of specific assigned trades
- Understands how to scale subs to the size/scope of the project
- Communicates with subcontractors on key issues, such as project schedule, addenda, scope of work, and other bid information
- Ensures there is proper trade package coverage of subcontractors on bid day.
- Ensures that all quantity surveys and pricing are accurate and complete
- Seek and qualify new subcontractors
The above gives you job descriptions from a responsibility and skill level. Below is a drop-down of behavioral skills that someone should also possess at the various levels of career development.
- Good attitude
- Enthusiastic/Optimistic
- Happily accepts direction
- Does so without being told
- Partners easily with anyone
- Works hard, has fun
- Goes one step beyond
- Learns by watching others
- Thinks of others
- Asks questions/Wants to know
- Participates/Has ideas
- Wants more
- Valuable contributor
- Seeks training
- Computer applications
Transitioning from Project Estimator to Preconstruction Manager
- Makes own decisions
- Forms key partnerships
- Has good communication skills
- Understands/Is effective with ops
- Knows all the systems
- Beginning delegation
- Problem solver
- Knows when to ask for help
- Sees the big picture
- Shows competency from experience
- Proves trustworthy
- Achieves deadlines consistently
- Masters computer applications
- Risk manager
- Veteran’s enthusiasm
- Mentors/Trains/Develops
- Data-based/Experience-based decisions
- Volunteers beyond capacity
- Reputation solidifies
- Can rally a team
- Strong sense of urgency
- Earns respect and trust
- Communicates clearly and effectively
- Demonstrates financial acumen
- Does not give up when facing setbacks
- Champions culture
- Manages processes/risk
- Has many followers
- Can have a tough conversation
- Makes a tough call
- Draws direction from indicators
- Can get a lot done via delegation
- Can see problems before they come
- Mitigates/Develops good talent
- Owns direction and outcome
- Selflessly serves our people/projects
- Reads people
- Deploys strategically
- The community knows her/him
- Reports effectively—all directions
- Builds strategy from factors
- Good negotiation/Persuasive
- Sound judgment/people assessment
- Motivates teams
- Understands the marketplace
- Bottom-line risk manager
- An expert in business/industry
- Creative vision
- Can move the company/industry/corporate strategy into action
- Has a role in the industry outside of the company
- Servant to our people
- A role model
- Teacher/Mentor/Advisor
- Representative
- Professional expertise
- Moves decisively on low performers
- Successfully shapes strategy
- Can motivate an office/department
We are always here to help you create and maintain the best structure for your organization. Give us a call at 305-361-0094 to set up a time to come and see us or for us to visit you. Nationally, we are available via Skype and FaceTime or to connect you with a local representative to help you in your area.
Preconstruction and estimating are different roles that can combine to form the right mix for your company. The right match can make or break the foundation and final delivery of your projects and relationship.
