Estimating Coordinator

About the Role

Fabulous Floors is seeking an organized, detail-driven Estimating Coordinator to own the day-to-day flow of our estimating pipeline. This role is the connective tissue between our sales team, in-house estimators, and third-party estimating partners; keeping jobs moving, files organized, deadlines met, and commission data accurate. You won't be producing takeoffs yourself; instead, you'll make sure every job gets to the right estimator, every deliverable comes back on time, and every dollar of estimating activity is tracked correctly for commissions.

What You'll Do

Estimating Calendar Management

• Maintain the estimating calendar, adding new jobs and following up on past-due items
• Assign an estimator to each incoming job
• Add progress bars and dates showing when jobs are sent to third parties or in-house estimators
• Keep dates, sales teams, general contractors, and other job details current

Third-Party File Preparation

• Download and rename the template folder for each job
• Compile plan and spec files, along with the estimate request, into the folder
• Upload completed folders to SharePoint

Third-Party Communication

• Serve as the primary point of contact for third-party estimating partners
• Answer questions, provide additional files, and troubleshoot issues as they arise
• Forward RFI questions to the appropriate sales team
• Follow up on outstanding takeoffs that haven't been received

Takeoff Delivery & Tracking

• Download completed third-party takeoffs and transfer files to SharePoint
• Coordinate with third parties to resolve any file or delivery issues
• Track hours spent estimating on the calendar
• Send completed files to the sales team and update the calendar accordingly

Commission & Hours Processing (Monthly)

• Build a monthly spreadsheet of third-party estimating hours from vendor invoices
• Add salesperson names and cost codes to the spreadsheet
• Compile and filter in-house estimating hours by month, adding cost codes
• Send hours spreadsheets to each salesperson for approval, filtered by name
• Update cost codes as needed based on salesperson feedback

Cross-Team Liaison

• Act as the primary liaison between estimators and the sales team, keeping both sides aligned on job status and timelines

What We're Looking For

• 1+ years of experience in an administrative, coordination, or operations support role (construction, flooring, or subcontracting experience a plus)
• Strong organizational skills with the ability to manage multiple jobs and deadlines simultaneously
• Comfortable working in shared file systems (SharePoint or similar) and spreadsheets (Excel)
• Clear, professional written and verbal communication for coordinating across vendors, estimators, and sales teams
• Detail-oriented, especially when handling cost codes, hours, and commission-related data
• Self-starter who can follow up proactively without being prompted

Why Fabulous Floors

Founded in 1987, Fabulous Floors specializes in premium commercial and residential flooring, with over 80,000 SF of office, warehouse, and showroom space across Dallas, Austin, and Bend, OR. We're known for a dedicated sales team, precision estimating, and an expert bidding process. This role sits right at the center of that precision estimating and bidding process, with a direct hand in how efficiently every job moves from first request to final bid — in a collaborative environment that offers room to grow.