Estimating Coordinator

Job Description

Job Description

Promotion Plus Sign Co., Inc. is a full-service sign installation company based in Southern California. We specialize in gas station and petroleum brand imaging, supporting more than 12 major brands and 23 marketers.

Our reliability, consistency, and commitment to quality have helped us build strong, long-term relationships with our customers. Our team works together to keep projects organized and moving forward from estimating through installation.

Learn more about us at

Position Summary

Promotion Plus Sign Co., Inc. is looking for an organized and detail-oriented Estimating Coordinator to support our estimating team with an increased project proposal workload. This position helps keep estimates, vendor quotes, project information, spreadsheets, and reports organized and up to date. The ideal candidate is dependable, comfortable working with numbers and spreadsheets, has strong follow-up skills, and can manage multiple tasks while meeting deadlines.

This is a hands-on administrative estimating support position that works closely with the estimating team, Sales Representatives, vendors, and other internal departments.

Key Responsibilities:

• Enter new customers and customer projects into QuickBooks.
• Create and maintain customer jobs in QuickBooks.
• Create new estimates in QuickBooks using available project and pricing information.
• Enter estimate numbers, totals, and other required information accurately.
• Maintain estimating reports on a weekly, monthly, and yearly basis.
• Gather weekly information from the estimating team and organize it into reports.
• Prepare and maintain weekly estimating reports.
• Update notes and status information as needed.
• Provide Sales Representatives with updates on the status of pending estimates.
• Request vendor quotes for materials, products, and services.
• Follow up with vendors on outstanding quote requests.
• Maintain a calendar or tracking system with follow-up dates for vendor quotes.
• Email and call vendors to follow up on quotes before they are due back to Promotion Plus.
• Research vendor costs and pricing.
• Assist with research for new products, materials, and vendors.
• Create project spreadsheets for customer programs and other projects.
• Use existing templates to enter and organize information for new projects.
• Update existing project spreadsheets as new information becomes available.
• Maintain accurate and current project information throughout the estimating process.
• Follow up with vendors and internal team members to obtain information needed to complete estimates.
• Assist the estimating team with general administrative and organizational tasks as needed.
• Maintain organized records and documentation related to estimates and projects.
• Perform other related duties as assigned.

Qualifications & Skills:

• Previous experience in estimating, construction, sign industry, purchasing, project coordination, or a similar administrative role preferred.
• Strong organizational and administrative skills.
• Excellent written and verbal communication skills.
• Microsoft Excel experience required.
• Comfortable working with Excel spreadsheets, Word, and other computer programs.
• Working knowledge of QuickBooks is a plus.
• Strong attention to detail and accuracy.
• Comfortable working with pricing, costs, numbers, and estimate totals.
• Strong follow-up skills and a sense of urgency.
• Able to prioritize multiple assignments and meet deadlines.
• Able to manage multiple tasks and projects at the same time.
• Self-motivated and able to work independently.
• Works well as part of a team.
• Professional and personable when communicating with vendors, customers, and coworkers.
• Demonstrates good judgment and professionalism.
• Strong customer service skills.
• Able to learn and retain new information.
• Organized, dependable, and confident.
• Comfortable communicating with vendors by phone and email.
• Able to work in a fast-paced environment while maintaining accuracy and organization.

Preferred Experience:

• Experience in the construction, sign, or related industry.
• Experience working with vendor quotes and pricing.
• Experience with QuickBooks Desktop.
• Experience maintaining project or estimating spreadsheets.
• Experience working with customer jobs, estimates, purchase orders, or vendor pricing.

What We’re Looking For

We are looking for someone who is organized, dependable, detail-oriented, and willing to follow through . This position requires someone who can stay on top of vendor follow-ups, keep information updated, communicate with different departments, and make sure details don't fall through the cracks.

The successful candidate will be comfortable asking questions, learning our processes, taking ownership of assigned tasks, and working as part of a team.

Promotion Plus offers a competitive benefits package including medical, dental, vision, employer-paid life insurance, a 401(k) with company match, supplemental insurance such as accident/ciritical illness coverage, paid holidays, and vacation time, along with opportunities for long-term growth with a stable company that invests in its people.