Bid/Estimating Manager

New York

Peace of Mind Technologies (POM), is currently searching for a qualified, enthusiastic, hard-working and driven Bid/Estimating Manager that embodies POM’s core values to join our Company.  

About You

You are driven and understand how to manage priorities, lead a team and coordinate effectively to meet deadlines.  You are comfortable with numbers, technically skilled and have the ability to stay focused and maintain great attention to detail while under pressure.

About Us

Peace of Mind Technologies, LLC (POM) is New York’s premier systems integrator for security and surveillance technology. Specializing in high-tech systems, cloud-based software services and audio/video solutions for thousands of businesses, schools and properties in the greater New York Metropolitan area, POM’s diverse client roster comprises a wide range of prestigious and well-known organizations. Founded in 2002, POM has handled more than 2,000 site installations, primarily focused on large offices, retail, hospitality, health care, education, and real estate (commercial, luxury residential and hi-rise).

Roles & Responsibilities

The Bid and Estimating Manager will lead and manage the estimating team, overseeing standardized processes to ensure consistency and efficiency in estimates and proposals. Responsibilities include training and motivating the team, reporting weekly KPIs, responding to RFPs, collaborating with sales and project management to develop comprehensive proposals, and maintaining relationships with clients and vendors to enhance bid opportunities.

1. Leadership & Management
   1. Lead and manage the estimating team, providing guidance, training, and performance evaluations.
   2. Communicate effectively, providing clear direction to internal team, sub-contractors and vendors both verbally and in writing.
   3. Oversee POM’s standardized estimating processes and ensure consistency across all estimates and proposals.
   4. Train and motivate team on an on-going basis
   5. Develop goals for Estimating Department and report progress.
   6. Prepare Annual performance reviews
   7. Manage Estimating Department PTO calendar to ensure department is properly staffed.
   8. Manage the quote calendar and prioritize accordingly to ensure Sales Team can meet RFP deadlines.
   9. Provide Director of Sales weekly key performance indicators (KPIs) for department.
   10. Accountable for team delivery of timely Estimates/Proposals, a key driver to company success.
   11. Report Profitability and win percentage and recommend improvements to increase success rates.
   12. Utilize Salesforce to track bid opportunities. 

1. Estimating/Pre-Construction
   1. Respond to request for proposals (RFPs)
   2. Qualify opportunities.
   3. Review prospect’s needs and wants for the product/services offered and work with the Senior Sales Engineer, System Engineers, and the Sales team to develop the right solution.  
   4. Attend site surveys for new projects and gather relevant site details in order to create the scope of work including equipment and labor estimate.
   5. Prepare estimates for low-voltage systems including AV, security, access control, and surveillance systems.
      • Gather information to determine proper system components from internal and vendor resources.
      • Document equipment needed and labor time required for each project.
      • Work with vendors and manufacturers to develop bills of materials and proposals.
      • Level vendor quotes and negotiate costs to increase profit margins, as well as identify missing components in the scope of work to avoid additional project costs and reduced margins after the project is sold.   
   6. Provide accurate, timely and competitive project estimates/quotes to the sales team that support the detailed scopes of work outlined in Sales Proposals, RFIs, RFPs etc. 
   7. Review product estimate and system design prepared by other team members. Ensure there are no missing components in the scope of work to avoid additional project costs and reduced margins after the project is sold.
   8. Create requests for information (RFIs)
   9. Create and maintain a database of unit costs, assembly costs, and production rates in D-Tools.

1. Proposal Development
   1. Collaborate with the sales and project management teams to develop comprehensive project proposals.
   2. Create pitch decks for RFPs and deals company is pursuing.
   3. Work with Sales Director and President to price and strategize proposals and bids.
   4. Prepare detailed cost breakdowns, project scopes, and schedules to accompany all proposals.
   5. Create and complete proposals, ensuring proposals comply with company standards and client expectations.
2. Client Engagement
   1. Build relationships with GC estimators to have the best shot at winning projects.
   2. Meet with potential clients to discuss project requirements and specifications.
   3. Provide technical support and clarification on estimates and proposals.
   4. Foster relationships with clients to encourage repeat business and client referrals.
   5. Maintain and grow bid relationships – the estimating manager will maintain and grow relationships but not limited to contractors, manufactures, subcontractors, distributors and consultants.
   6. Search for relevant publicly available RFPs, bid-opportunities and partnerships in various sectors.
3. Vendor & Subcontractor Management
   1. Source and manage relationships with suppliers and subcontractors to ensure competitive pricing and quality work.
   2. Obtain and evaluate supplier and subcontractor quotations.
   3. Manage sub-contractor descoping meetings.
4. Continuous Improvement
   1. Analyze project cost performance and implement improvements to the estimating process.
   2. Identify department inefficiencies, develop new department processes and implement new policies.
   3. Stay updated on industry trends, best practices, and new technologies in low-voltage AV/security systems.
5. Project Hand-off
   1. Hand-off projects to purchasing and operations at the internal kickoff meetings.
   2. Work closely with project managers to ensure a smooth transition from estimating to project execution.

Qualifications:

• Bachelor’s degree in electrical engineering, Construction Management, or a related field (preferred but not required).
• Minimum of 5 years’ experience in estimating within the low-voltage AV / security industry.
• Proficient in estimation software such D-Tools
• Strong understanding of low-voltage systems, including AV integration, security systems, and network infrastructure.
• Excellent organizational, analytical, and numerical skills.
• Strong leadership abilities and effective communication and negotiation skills.
• Ability to read and understand blueprints, schematics, and technical specifications. Proven ability to meet deadlines and manage multiple projects simultaneously.

• Prior field-based installation or project management experience is a plus.

Does this sound like you?

Benefits Include:

• Annual salary commensurate with experience.
• Health benefits package 
• Voluntary dental, vision, disability and life insurance plans
• 401k plan with matching
• Company sponsored life insurance policy
• Pre-tax commuter benefit
• Generous paid-time-off policy
  

Candidates must be authorized to work in the US.

No agencies please.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. 

Salary : $100,000 - $130,000