Sales & Estimating Coordinator

Position Overview

We are looking for a proactive, detail-oriented, and customer-focused Sales & Estimating Coordinator to support our Business Development and Sales operations. This role will be responsible for managing incoming inquiries, qualifying leads, preparing estimates and proposals, and maintaining consistent follow-ups to help convert prospective clients into active projects.

The ideal candidate is comfortable communicating with clients through phone calls, email , and SMS, has strong organizational and administrative skills, and can assist with sales growth initiatives and marketing material development. Knowledge of land surveying is a plus but is not required.

Key Responsibilities

1. Lead Response & Client Communication

• Respond promptly to incoming inquiries from Thumbtack, RingCentral, ---------- , and other lead sources through calls, email s, and SMS.
• Contact prospective clients to gather essential project information, including property address, contact details, survey purpose, and project requirements.
• Qualify leads and determine the appropriate information needed before preparing estimates.

2. Estimating & Proposal Preparation

• Prepare accurate cost estimates and formal quotes for residential and small commercial surveying projects.
• Coordinate with the appropriate team members when additional project information or technical input is needed.
• Ensure proposals are complete, accurate, and submitted within established turnaround times.

3. Mapping & GIS Support

• Use Google Earth to outline property boundaries, identify site locations, and define preliminary project limits.
• Gather relevant mapping information to support project scoping and estimating.

4. Compliance & Project Requirements

• Research and review applicable city and municipal surveying regulations.
• Ensure estimates and proposals account for relevant local requirements and project-specific considerations.

5. Sales Pipeline Management & Follow-Ups

• Maintain consistent follow-ups with prospective clients, active leads, and pending quotes.
• Monitor the sales pipeline and proactively engage clients to help move opportunities toward approval and signature.
• Keep lead records and sales activity updated and organized.

Additional Responsibilities

6. Sales Growth & Marketing Support

• Assist in developing and implementing strategies to generate new leads and improve quote approval rates.
• Participate in sales and marketing initiatives to increase client engagement and business opportunities.
• Assist in creating marketing materials, presentations, and other promotional content.

7. Lead Tracking & Reporting

• Track and monitor incoming lead volume across various platforms.
• Maintain lead activity records and provide updates on lead status, quote conversions, and follow-up progress.

8. Client Reviews & Job Tracking

• Follow up with clients to encourage Google and Thumbtack reviews upon project completion.
• Request the weekly completed job list from Bernadette every Thursday to support client review follow-ups.

9. Team Support

• Provide administrative and operational support to the Business Development and Sales teams.
• Assist with special assignments, sales initiatives, and other ad-hoc projects as needed.

Qualifications & Requirements

• Excellent verbal and written English communication skills.
• Comfortable making outbound calls and communicating with prospective and existing clients.
• Strong customer service and relationship-building skills.
• Excellent organizational skills and attention to detail.
• Ability to prepare estimates, manage multiple inquiries, and meet deadlines.
• Proficiency in Google Earth, Microsoft Office, and other basic business productivity tools.
• Ability to create or assist in developing marketing materials and presentations.
• Proactive, resourceful, and capable of working independently while collaborating with a team.

Preferred Qualifications (Not Required)

• Previous experience in sales coordination, estimating, lead generation, or customer service.
• Familiarity with land surveying, civil engineering, construction, or related industries.
• Basic understanding of property boundaries, survey types, and surveying terminology.
• Experience with CRM systems and lead management platforms.
• Basic graphic design skills or familiarity with Canva or similar tools.

What We’re Looking For

We are seeking someone who takes ownership of incoming opportunities, communicates confidently with clients, and understands the importance of timely responses and consistent follow-ups. The successful candidate will play an important role in strengthening our sales pipeline, improving client experience, and supporting the company's continued growth.

Land surveying experience is a plus, not a requirement. We are open to candidates who are willing to learn the industry and develop their technical knowledge on the job.