Contract & Estimating Administrator

AAA Landscape•Phoenix, AZ

1d•Onsite

About The Position

If you have a passion for precision and are looking for a rewarding, high-impact career focused on the intersection of construction estimating and contract management, you belong with us. For over 50 years, AAA Landscape has been a trusted leader in full-service landscape management and design, serving commercial clients across Arizona. We are seeking a dedicated, detail-oriented Contract & Estimating Administrator to join our team and bridge the gap between our pre-construction bids and operational excellence. What Sets Us Apart Integrated Project Lifecycle: You won't just be crunching numbers; you will oversee the progress, budgets, recording, and billing of each project, seeing every job through from bid to close-out. Direct Impact on Profitability: Your role is tied directly to company health. You will manage change orders, verify job costing, and identify alternative savings to ensure maximum efficiency. Collaborative Environment: You will act as a critical liaison between our clients, field personnel, and executive leadership, ensuring a seamless flow of information that keeps our projects on track and our clients satisfied. The Contract & Estimating Administrator is responsible for the complete lifecycle of our Commercial Landscape projects—ensuring bids are competitive, contracts are legally sound, and billing is precise.

Requirements

Experience: A minimum of 3–5 years of relevant experience in the Landscape Construction industry.
Technical Skill Set: Proficiency in Timberline (Sage 300) is highly preferred. Strong knowledge of basic business accounting, Excel, and on-screen take-off software.
Legal Acumen: A thorough understanding of contractual legal language and the ability to interpret detailed bid requests and blueprints.
Discipline: Exceptional organizational skills with the ability to maintain productivity under pressure and meet strict deadlines with total accuracy.
Requirements: A valid Arizona Driver’s License with a clean MVR.
Bachelor's degree preferred.

Responsibilities

Bid Management: Organize and prepare pre-bid packages; secure plans, specifications, and addendums while overseeing the bid board and schedules.
Accurate Take-offs: Perform detailed take-off information to confirm quantities and solicit accurate, competitive material quotes from our vendor network.
Strategic Review: Review bid specifications and blueprints to prepare requirements, ensuring all technical estimates are confirmed with the Division Manager.
Documentation: Prepare all contract documentation, verify pricing accuracy, and ensure all subcontractors have Master Agreements and current insurance on file.
Change Order Management: Manage the end-to-end change order process, from documentation and legal signatory execution to maintaining logs and ensuring timely billing.
Risk Mitigation: Review client-proposed changes and recommend satisfactory alternatives to protect the project's scope and budget.
System Integration: Manage new job setups and Schedule of Values (SOV) within the Timberline system, ensuring dollar amounts align perfectly with contract documents.
Job Costing: Monitor Profit & Loss statements to prevent over/under-valuation and manage weekly work hour reports to ensure accurate labor allocation.
Billing Coordination: Ensure all contract activity is billed accurately and coordinate documentation for collection purposes to minimize disputes.