Estimate and Procurement Manager - Treehouse

Building with Perspective - Treehouse Fabrication & Scenic is a seasoned team of craftsmen and craftswomen who transform impressive visions into tangible realities, delivering custom-fabricated environments for both brands and agencies Summary of Position: The Estimating & Procurement Manager is responsible for developing accurate project estimates, maintaining consistent project budgets in NetSuite, and managing the sourcing and purchasing of materials, rentals, and subcontracted services. This role works closely with project management, design, production, and accounting to ensure projects are priced accurately, purchasing is planned proactively, vendor costs are controlled, and project expenses are properly tracked. The position plays a key role in reducing COGS, limiting unnecessary last-minute spending, managing vendor relationships, and improving visibility into committed and actual project costs. Job Responsibilities: Estimating & Budget Development Develop detailed project estimates covering labor, materials, subcontractors, rentals, transportation, installation, and other project-related costs. Review scopes of work, drawings, specifications, schedules, and client requirements to identify anticipated project costs. Create RFP folders and organizing client assets Coordinate with Project Managers, Technical Designers, and production leadership to confirm construction methods, labor requirements, material needs, and project assumptions. Obtain vendor, subcontractor, rental, and material pricing to support accurate and competitive estimates. Enter estimates and project budgets into NetSuite using established formatting, cost categories, and financial tracking procedures. Prepare MSAs and SOWs from approved company templates. Clearly document estimate assumptions, exclusions, allowances, vendor quotes, and pricing qualifications. Revise estimates and budgets as project scope, drawings, schedules, or client requirements change. Support the handoff of approved estimates and budgets to Project Managers, production teams, and accounting. Review estimated costs against actual project expenses to identify variances and improve the accuracy of future estimates. Procurement and Vendor Management Source materials, equipment, rentals, transportation, and subcontracted services for active and upcoming projects. Evaluate vendors based on pricing, quality, availability, lead times, reliability, payment terms, and project requirements. Develop and maintain strong relationships with suppliers, subcontractors, rental companies, and service providers. Negotiate pricing, payment terms, delivery costs, volume discounts, and preferred-vendor agreements. Procuring printing, logistics, specialty items, rentals, travel, engineering, and other non-fabrication elements. Book project travel. Regularly compare vendors and sourcing options to identify opportunities to reduce COGS without compromising quality, safety, or project schedules. Coordinate purchasing with Project Managers and production leadership to ensure materials and services are secured before they are needed. Cost Control and Spending Management Create and maintain accurate purchase orders in NetSuite for materials, rentals, subcontractors, transportation, and other project-related purchases. Monitor purchasing activity to ensure project expenditures remain aligned with approved estimates and budgets. Review urgent purchasing requests to confirm necessity, budget availability, and whether a more cost-effective sourcing option is available. Reduce unnecessary retail purchases and supply runs from vendors such as Home Depot by improving material forecasting, advance purchasing, and vendor coordination. Participating in project kickoff meetings and communicating budget, purchasing, and delivery information. Monitor the purchasing and usage of commonly used shop expendables, including screws, adhesives, fasteners, blades, abrasives, hardware, finishing supplies, and other consumable mate…