How to hire a project estimator

How to hire a project estimator, step by step

Here's a step-by-step project estimator hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a project estimator job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new project estimator
• Step 8: Go through the hiring process checklist

What does a project estimator do?

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1. Identify your hiring needs

   First, determine the employments status of the project estimator you need to hire. Certain project estimator roles might require a full-time employee, whereas others can be done by part-time workers or contractors.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   A project estimator's background is also an important factor in determining whether they'll be a good fit for the position. For example, project estimators from different industries or fields will have radically different experiences and will bring different viewpoints to the role. You also need to consider the candidate's previous level of experience to make sure they'll be comfortable with the job's level of seniority.

   Here's a comparison of project estimator salaries for various roles:

   Type of Project Estimator	Description	Hourly rate
   Project Estimator	Cost estimators collect and analyze data in order to estimate the time, money, materials, and labor required to manufacture a product, construct a building, or provide a service. They generally specialize in a particular product or industry.	$23-49
   Estimator Project Manager	An estimator project manager is responsible for analyzing cost estimates by gathering cost information from suppliers and other third-party vendors. An estimator project manager must have excellent analytical and critical-thinking skills, especially with measurement accuracy and evaluating important project metrics... Show more	$25-49
   Estimating Manager	An estimating manager will oversee the day-to-day activities of the estimating department. Your duties typically include implementing technical estimating procedures and standards and overseeing the project estimator's work... Show more	$29-71

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Project Management
   • Cost Estimates
   • Construction Projects
   • Renewable Energy
   • HVAC
   • Project Scope
   • Bid Proposals
   • Project Cost
   • CAD
   • Sage
   • Project Estimates
   • Bluebeam Revu
   • Bid Packages
   • Value Engineering

   Check all skills

   Responsibilities:

   • Estimate, sell and manage residential & commercial plumbing, heating and cooling systems.
   • Estimate costs of HVAC temperature control systems utilizing mechanical/electrical/plumbing engineering plans.
   • Obtain measurements, photos and documentation to process remotely Xactimate estimates to submit for insurance and customer approval.
   • Prepare proposals for hydroelectric retrofit and rehabilitation projects as well as various other domestic and international projects.

   More project estimator duties

3. Make a budget

   Including a salary range in your project estimator job description is one of the best ways to attract top talent. A project estimator can vary based on:

   • Location. For example, project estimators' average salary in alabama is 46% less than in vermont.
   • Seniority. Entry-level project estimators 53% less than senior-level project estimators.
   • Certifications. A project estimator with certifications usually earns a higher salary.
   • Company. Working for an established firm or a new start-up company can make a big difference in a project estimator's salary.

   Average project estimator salary

   $70,496yearly

   $33.89 hourly rate

   ---

   Entry-level project estimator salary

   $48,000 yearly salary

   Updated January 21, 2026

   Average project estimator salary by state

   Rank	State	Avg. salary	Hourly rate
   1	Massachusetts	$87,796	$42
   2	Washington	$82,259	$40
   3	California	$81,917	$39
   4	Pennsylvania	$80,539	$39
   5	New York	$74,094	$36
   6	Minnesota	$73,276	$35
   7	Colorado	$73,213	$35
   8	Arizona	$70,460	$34
   9	New Jersey	$69,348	$33
   10	Texas	$67,707	$33
   11	Illinois	$64,564	$31
   12	Michigan	$64,375	$31
   13	Indiana	$64,307	$31
   14	Tennessee	$63,366	$30
   15	Kansas	$62,956	$30
   16	Ohio	$62,878	$30
   17	Louisiana	$60,633	$29
   18	Florida	$60,535	$29
   19	Georgia	$59,281	$29
   20	Wisconsin	$57,954	$28

   Average project estimator salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	Varian Medical Systems	$112,858	$54.26
   2	Calpine	$108,836	$52.33
   3	Parsons	$106,342	$51.13	73
   4	The Walt Disney Company	$105,125	$50.54	4
   5	Florida Power and Light	$93,700	$45.05	6
   6	Koch Industries	$93,693	$45.04	3
   7	CITGO Petroleum	$92,361	$44.40
   8	Jem	$89,998	$43.27	2
   9	W. R. Grace & Co	$89,201	$42.89
   10	Olin	$88,528	$42.56	4
   11	American Transmission Co	$83,005	$39.91	4
   12	PPL	$81,052	$38.97	2
   13	Siemens	$80,043	$38.48	29
   14	Fluor Corporation	$79,059	$38.01	39
   15	EMCOR Group	$78,683	$37.83	191
   16	Enovity	$78,391	$37.69
   17	CyberCoders	$78,381	$37.68
   18	Walbridge	$78,288	$37.64	3
   19	H.J. Martin and Son	$78,128	$37.56
   20	Bechtel Corporation	$75,391	$36.25	28

4. Writing a project estimator job description

   A project estimator job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. Below, you can find an example of a project estimator job description:

   Project estimator job description example

   Job Descriptions: At Haynes Mechanical Systems, we have spent over 54 years building a company that we can be proud of - a company that focuses on working together with our customers to provide solutions to their heating, ventilation and air conditioning needs.We are a fast growing commercial HVAC, building automation and energy services company. Our culture is one that exemplifies achieving excellence in everything we do. We are collaborative and work towards the best result for our customers. Our culture is based on four ideals: family owned, focus on our associates, dedication to our customers, and continuous improvement.With locations in Denver, Fort Collins, Colorado Springs, and Phoenix we have many opportunities available. Standard work days are M-F, with occasional on-call after hours. This position is expected to work in excess of 40 hours per week during periods of high demand periods Competitive benefits package: MedicalDental 401K - MatchedPaid Time OffPaid HolidaysGym and Fitness ReimbursementTaxi VouchersCompany EventsAND MORE!! POSITION SUMMARY: The Project Estimator analyzes the scope of each project before it is proposed. The Project Estimator will research the intent of the scope, develop reports on materials and crew requirements. They should accurately estimate costs related to labor, materials, equipment, and other relevant areas. The Estimator is responsible for building and maintaining effective relationships with customers, sub-contractors, and partners. Additional necessary skills include budgeting, strategic thinking, negotiating and time management. Required Experience: ESSENTIAL DUTIES AND RESPONSIBILITIES: To perform this job successfully, an individual must be able to effectively perform each essential duty. Other duties may be assigned as required: Prepares work to be estimated. Identifies labor, material and time requirements by studying RFP's, blueprints, specifications and related documents. Review plans and specifications to assist Project Sales Reps determine the scope of work. Performs field surveys for the development of project estimates. Coordinate with subcontractors and suppliers to ensure accurate and competitive pricing. Schedule Project Sales Rep estimates in a timely manner.Assists Project Sales Reps with locating competitive pricing for required equipment and materials.Collects product documentation for Project Sales Rep to submit with proposal; including material submittals if needed Saves appropriate equipment/material information (submittals, quotes, drawings, etc) to the correct job files for future use and reference Works with Project Coordinators to transfer all relevant information at Project turnover.Maintain contact list of all vendors, subcontractors and suppliers Review estimates with Project Sales Rep and Project Manager to assure timely turn around on scope, estimate and approvals for presentation. Acts as a resource to the Project Sales team to assist with accelerating the teams' backlog.Communicates professionally with internal and external customers, vendors and subcontractors. Builds and maintains strong business relationships with subcontractors, select engineers, vendors and equipment/material providers. Participates in required project turn over meetings. Presents prepared estimates to the Project Sales Reps by assembling and displaying numerical and descriptive information. Maintains technical knowledge by attending educational workshops and reviewing technical publications.Maintains cost database by entering and backing up data. Work with Project Sales Reps to create estimates, scope changes or modifications to estimates. REQUIREMENTS: Associates Degree or equivalent trade school.Minimum 10 years' field experience in HVAC/mechanical systems.Technical knowledge of HVAC and mechanical systems, construction methods and how the construction industry operates.Able to read mechanical drawings and specifications.Detailed understanding of sheet metal and pipe fitting estimating. Ability to layout piping, refrigeration or sheet metal systems. Has a working understanding of refrigeration, HVAC and mechanical codes. Able to use and interact with Excel, Microsoft Word, Outlook, Microsoft Projects, Acrobat PDF Editor and Bluebeam at a moderate level.Able to handle multiple tasks simultaneously.Strong organizational skills. Adequate verbal and written communication skills.Capable of working confidently as an active team member.Must possess a valid driver license and maintain a safe driving record in compliance with the company's insurance provider. Assists the Project Sales Reps to create estimates and proposals. COMPETENCIES: To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this position: Fosters Teamwork: Listens and responds constructively, is open with team members about concerns. Expresses disagreement constructively. Provide assistance when others need it, works for solutions that all team members can support. Manages Performance: Sets specific, measurable goals that are realistic but challenging, with dates for accomplishment. Enlists managers support in obtaining the information, resources and training needed to accomplish planned goals. Seeks performance feedback and takes significant action to develop skills needed for effectiveness in current position. Effective Communication: Ensures others involved in a project estimate are kept informed about developments and plans. Uses multiple channels or means to communicate important messages. Keeps the Project Sales Reps informed about progress and/or problems with estimates. Ensures that regular, consistent communication takes place. Written Communication: Expresses ideas clearly and concisely in writing. Uses graphics and other aids to clarify complex or technical information. Spells correctly. Uses grammar and punctuation correctly. Uses an appropriate business writing style. Diagnostic Information Gathering: Identifies the specific information needed to clarify a situation or decide and obtain more complete and accurate information by checking multiple sources. Asks questions to clarify situations and seek knowledgeable people to obtain information to clarify a problem. Analytical Thinking: Makes a systematic comparison of two or more alternatives and carefully weighs the priority of things to be done after identifying many possible causes for a problem. Forward Thinking: Anticipates possible problems and consequences of situations and plans accordingly. Technical Expertise: Effectively applies technical knowledge to solve a range of problems. Is sought out as an expert to provide advice or solutions in a technical area. Decisiveness: Is willing to make decisions in difficult or ambiguous situations, when time is critical. Self Confidence: Is confident in own ability to accomplish goals. Approaches challenging tasks with a "can-do" attitude. Stress Management: Remains calm under stress. Controls response when criticized, attacked or provoked. Manages own behavior to prevent or reduce feelings of stress. This job description gives an overview of the overall essential functions, competencies, skills, and abilities for the Estimator role. Other job duties may be assigned that are not included in the job description. PHYSICAL DEMANDS AND WORK ENVIRONMENT: The physical demands and work environment characteristics described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Physical Demands: While performing the duties of this job, the associate is occasionally required to stand; walk; sit; use hands to finger, handle or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch, or crawl; talk or hear; taste or smell. The associate must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.Work environment: While performing the duties of this job, the associate is exposed to (moderate/minimal) noise levels. Salary Range: $65,000 to $95,000Keyword: Projects CoordinatorFrom: Haynes Mechanical Systems Inc

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5. Post your job

   There are a few common ways to find project estimators for your business:

   • Promoting internally or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to meet candidates with the right educational background.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to recruit passive job-seekers.

   Post your job online:

   • Post your project estimator job on Zippia to find and recruit project estimator candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   Recruiting project estimators requires you to bring your A-game to the interview process. The first interview should introduce the company and the role to the candidate as much as they present their background experience and reasons for applying for the job. During later interviews, you can go into more detail about the technical details of the job and ask behavioral questions to gauge how they'd fit into your current company culture.

   It's also good to ask about candidates' unique skills and talents. You can move on to the technical interview if a candidate is good enough for the next step.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new project estimator

   Once you've decided on a perfect project estimator candidate, it's time to write an offer letter. In addition to salary, it should include benefits and perks available to the employee. Qualified candidates may be considered for other positions, so make sure your offer is competitive. Candidates may wish to negotiate. Once you've settled on the details, formalize your agreement with a contract.

   It's also important to follow up with applicants who do not get the job with an email letting them know that the position is filled.

   After that, you can create an onboarding schedule for a new project estimator. Human Resources and the hiring manager should complete Employee Action Forms. Human Resources should also ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc., and that new employee files are created.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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