Estimator / Costing Specialist

SUMMARY:
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POSITION INFO:
Job Title : Estimator \/ Costing Specialist Grade Level: C2 Department: Commercial Reporting Line: Commercial Director Direct Reports: None (Directs project-specific suppliers and coordinates on-site subcontractor pricing). Job Purpose The purpose of the Estimator is to manage, coordinate, and execute the day-to-day cost estimation, quote generation, and material procurement activities for assigned standard retail, rollout, and commercial shopfitting projects. The role is responsible for processing inbound inquiries, performing precise drawing take-offs, and generating accurate pricing structures inside Navision utilising standardised templates and catalog parameters. Operating under the commercial \"Sales Estimator\" paradigm, the incumbent actively drives pipeline velocity by ensuring rapid, accurate quote turnaround, resolving material availability bottlenecks with buyers, and assisting in the monthly revenue tracking process. Authority Levels The incumbent has specialised authority to cost, process, and compile standard retail quotations and catalog-based portfolios under the operational guidance of the Commercial Director. Financial Authority: Independent authority to cost and issue routine quotations and catalog updates for assigned recurring accounts strictly within approved markup and pricing matrices. Authorised to request, collate, and negotiate competitive buyout quotes from approved material suppliers and local installation subcontractors. Escalation Threshold: All non-standard markups, custom joinery costing structures, unbudgeted material costs, or competitive tenders must be escalated to the Commercial Director for co-verification and final sign-off. Operational Authority: Authority to determine daily costing prioritisation and schedule quote compilations based on client due dates and pipeline urgency. Authorised to directly interface with client coordinators, designers, and project managers to clarify drawing specifications, quantities, and delivery timelines. Control over the system compilation of Bills of Materials (BOM) and dispatch loading lists inside Navision for active manufacturing orders. Human Resources Authority: Direct operational control and quality coordination over assigned material suppliers and subcontractors during the quotation phase. Shared responsibility to assist in the training and onboarding of junior cost assistants regarding Navision ERP and material take-off basics. Key Responsibilities Cost Estimation, Quote Generation & take-offs: Analyse construction drawings, detailed shop joinery plans, and bills of quantities (BOQ) to perform accurate material, labour, and transport take-offs for assigned portfolios. Generate highly accurate and timely quotes for standard retail rollout programs, ensuring the consistent application of the clients pre-negotiated catalog rates and material costs. Coordinate with procurement administrators to check raw material lead times and identify suitable alternatives when specified boards, finishes, or hardware are out of stock. Build complete and mathematically precise Bills of Materials (BOM) inside Navision to ensure factory production lines receive clear, error-free manufacturing briefs. Client Commercial Coordination & Logistics Factoring: Manage day-to-day commercial communication with assigned key accounts, addressing pricing queries, explaining transport variances, and negotiating cost justifications. Accurately calculate and include regional logistics, crew allowances, out-of-pocket accommodation expenses, and fuel\/diesel surcharges into all non-standard regional quotes (e.g., Capitec Northern Region). Enforce strict organisational financial governance: Zero quote mobilisation, material ordering, or factory production releases without an authorised Client Purchase Order (PO). Actively track and flag cost variations resulting from site-specific modifications, and assist Senior Estimators in compiling formally costed Variation Orders (Vos). Revenue Tracking & ERP Compliance: Lead the monthly revenue tracking process for assigned projects on the ERP system, updating completion percentages based on actual factory production status and live site installation milestones. Compile and verify comprehensive \"Invoicing Packs\" (consisting of the initial approved quote, valid Client PO, and signed delivery\/site completion certificates) to secure immediate, frictionless finance invoicing. Maintain clean record-keeping of all active, won, and lost quotes inside HubSpot CRM, actively recording reasons for lost opportunities to support strategic sales analysis. Perform post-project financial reconciliations inside Navision, comparing initial allowable estimations against actual material yields and subcontractor invoices to identify profit-leakage trends. Continuous Process Improvement & SOP Alignment: Proactively participate in the company-wide Oric business turnaround program, aligning daily commercial activities with the standardised \"Systems of Delivery\" and documented standard operating procedures (SOPs). Feed on-site logistics realities (restricted delivery routes, mall loading bay hours, true subcontractor installation timelines) back to the Commercial Director to continuously refine pricing templates. Proactively pursue professional development, participating in system training, advanced Excel modeling, and technical joinery drawing reviews to build strategic commercial capability. Human Resources Management (or Talent Optimisation) Direct the professional and technical upskilling of the commercial department by actively sharing technical knowledge, wood-technology insights, and system shortcuts with junior team members. Maintain a professional, high-morale team workspace, collaborating with peers to cross-cover key accounts during peak annualised workloads or annual leave cycles. Embrace change-management training to transition from a technical cost-calculation focus into a proactive, client-centric \"Sales Estimator\" role. Quality, Environment, Occupational Health & Safety Management Responsibilities Verify that all costed material specifications and buyout items satisfy the clients quality standards and statutory health and safety building regulations (including eco-friendly wood composite parameters and non-hazardous materials). Ensure that appropriate health and safety file administration costs and site safety PPE budgets are factored directly into all client-specific cost models. Paterson Factor Evaluation Problem Solving: The role encounters structured and semi-structured operational challenges. It requires the incumbent to troubleshoot drawing discrepancies, manage last-minute client program changes, and calculate complex logistical overheads for out-of-province regional deliveries under tight turnaround deadlines. Decision Making: This role is placed in Band C (Operational \/ Specialised Execution) because the incumbent is required to make Operational decisions on how to allocate time, structure standard cost sheets, and compile Navision BOMs within defined templates and allowable budgets. Autonomy is exercised over the how of costing assigned portfolios, referring non-standard pricing margins, custom-joinery costing, or subcontractor rate changes to the Commercial Director. Knowledge & Experience: Requires specialised commercial construction, quantity surveying, or wood technology\/cabinetmaking knowledge, practical drawing take-off capabilities, and technical tracking proficiency within enterprise databases (Navision). Communication: Demands strong interpersonal communication skills. The position must clarify technical costing details with factory managers, resolve invoice\/PO discrepancies with client procurement coordinators, and collaborate with internal project managers on site realisms. Impact & Influence: On-site costing decisions and quote turnaround speeds directly affect the clients operational cash flow, material procurement efficiency, and the commercial conversion of high-volume retail rollout accounts. Resource Management: Responsible for the efficient administrative tracking of project-specific allowable budgets, material procurement schedules, and won\/lost tender historical databases. Minimum Qualifications and Experience To ensure a balanced blend of academic, technical, and hands-on capability, the minimum requirements can be met through one of three pathways: The Professional\/QS Pathway: BSc or National Diploma in Quantity Surveying, Construction Management, or Project Management with 1-2 years of quantity surveying, cost-planning, or construction costing experience . The Technical\/Engineering Pathway: National Certificate or Diploma in Wood Technology, Cabinetmaking, Joinery, Mechanical Engineering, or Interior Design, with 2-3 years of active joinery estimation or design-to-build experience . The Practical\/Internal Growth Pathway: Trade Test Certificate in Carpentry\/Joinery, combined with 5-7 years of progressive, hands-on joinery manufacturing, wood machining, or factory floor layout experience . Essential Skills: Technical Drawing and Blueprint Take-Off Interpretation. MS Excel Programming (VLookups, Pivot Tables, Conditional Formatting). Navision Dynamic ERP and HubSpot CRM Database Navigation. Subcontractor Coordination and Material Procurement Tracking.