RMMR Project Manager & Estimator in at Acterra Group LLC

STRATEGIC IMPORTANCE OF THE ROLE

This position is the entry point for federal services opportunity and the control point for how that work is priced, set up, and executed. Every scope of work, request for quote, and emergency service order from a prime contractor moves through this role, and the accuracy and speed of the response influences whether Acterra remains the subcontractor those primes call first. Emergency service performance, measured in hours rather than days, is central to sustaining those relationships and the workload that follows from them.

The role also owns the accuracy of the handoff from estimate to execution. Complete scope, cost, and documentation at job setup allow the field to execute without rework, support timely invoicing, and make change requests defensible. Incomplete or inaccurate setup surfaces later as margin erosion, disputed billings, and missed customer commitments. Because this position both prepares the estimate and later compares actual cost against it, it serves as the company's primary pricing feedback loop — making it a direct contributor to win rate, job profitability, and the credibility of Acterra's federal services delivery.

ESSENTIAL DUTIES & RESPONSIBILITIES

Estimating & Bid Preparation

• Review incoming scopes of work, requests for quote, and task order requirements from prime contractors and customers, and confirm what is actually being asked for before pricing it.
• Perform quantity takeoffs from specifications and drawings; identify scope gaps, unstated requirements, and site conditions that affect cost.
• Develop complete cost estimates covering labor, materials, equipment, subcontracted work, freight, travel, and per diem.
• Solicit, evaluate, and document vendor and subcontractor quotes; confirm pricing, lead times, and delivery commitments before they are relied on in a bid.
• Prepare and submit proposals, quotations, and supporting documentation within the timeframes required by the customer or prime contractor.
• Track every bid from request through award or no-award, and maintain the bid log so status is visible without being asked.
• Conduct or arrange site visits and walk-throughs where scope cannot be priced reliably from documents alone.

Emergency Service Order (ESO) Coordination

• Serve as the primary contact for emergency service work, from initial request through quote, execution, documentation, and closeout.
• Turn ESO quotes quickly and accurately when a facility has a problem that cannot wait, and confirm submission inside the required window.
• Track all ESO activity from start to finish, and escalate anything at risk of missing a customer deadline.

Job Setup & Scope Verification

• Convert awarded estimates into jobs in the field service management system, verifying that custom fields, dates, and job value are complete and agree to the award amount.
• Upload award documents, site photos, and job notes to the job record so the file is complete at setup rather than reconstructed later.
• Align job numbering with the corresponding customer service order and work order so the job is traceable across systems.
• Translate the awarded estimate into the material request and confirm it matches the awarded scope before release to purchasing.
• Advance job status through the workflow as conditions change, so the position of every job is visible to the rest of the team.
• Review material lists and vendor quotes for accuracy against the scope of work before submitting them to purchasing

Scheduling & Coordination

• Determine when a job is ready to schedule based on scope, material availability, approvals, and site readiness, and manage internal and external scheduling from that point forward.
• Coordinate with field leadership to assign technicians with the skills, certifications, and site access each project requires.
• Participate in and support recurring scheduling calls to maintain alignment across estimating, project management, field services, and support functions.
• Communicate schedule changes, delays, and reassignments promptly to every affected party, including the customer or prime contractor.
• Coordinate site and base access requirements — badging, escorts, and related paperwork — in advance of mobilization.

Project Documentation & System of Record

• Keep job information accurate and current in the system of record, including scope of work, photos, points of contact, tailgate briefings, and Activity Hazard Analyses, so the following week’s work is ready before it starts.
• Review field documentation for completeness and return incomplete submissions for correction rather than passing the gap downstream.
• Maintain job records in accordance with company retention practices and customer or contract requirements.

Change Management & Cost Feedback

• Identify out-of-scope conditions discovered in the field, price and submit change requests, and pursue them to resolution.
• Compare actual job cost against the estimate, understand where and why the two diverged, and apply that back to future pricing.
• Raise recurring cost drivers, productivity assumptions, and vendor performance issues that should change how similar work is bid.

Reporting, Invoicing & Continuous Improvement

• Produce weekly project and bid-status reporting for operations leadership.
• Support invoicing of completed projects, verifying that scope, costs, and documentation support the invoice.
• Identify opportunities to simplify, standardize, or better document how work is estimated, set up, executed, and closed out.
• Follow all company safety policies and procedures, and support a culture in which safety is the first consideration in every task.
• Perform other duties as assigned to support the federal services and operations teams.

To perform this job successfully, an individual must be able to accomplish each essential job function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

OTHER COMPETENCIES

Technical Document Interpretation: Reads specifications, drawings, and solicitation documents accurately, and recognizes when a scope cannot be priced reliably from documents alone.

Estimating Accuracy: Builds takeoffs and cost estimates within precision that holds up under review and catches errors before they are relied on in a bid.

Scope Discipline: distinguishes what is included from what is assumed, and surfaces gaps, exclusions, and unstated requirements before a price is committed.

Deadline Management: Manages multiple bids, emergency services requests, and job setups on different clocks, and consistently meets customer submission windows.

Documentation Rigor: Keeps job and bid records complete, current, and traceable across systems without being prompted.

Clear Communication: Communicates professionally with prime contractors, customers, and internal teams, including when delivering unwelcome news about schedule or cost.

Sound Judgement: Makes good decisions with incomplete information and knows when to decide independently and when to escalate.

CULTURAL FIT – COMPANY’S CORE VALUES

Fuel moves everything – and the people at Acterra Group are what move fuel. Our reputation is built on five core values that show up in every role, on every job, and at every level of the company: Safety, Quality, Reliability, Curiosity, One Team, always with Unyielding Integrity. Safety comes first always – we look out for ourselves, for each other, and for the customers who depend on us. Quality means we take pride in work done right, and we stand behind it. Reliability means our word holds; when we commit it gets done. Curiosity keeps us asking better questions and finding better ways, because the industry doesn’t stand still and neither do we. And One Team means no one here works along – field, ship, and office win together.

These values aren’t wall art. They’re how we define success in every position, alongside the responsibilities outlined in this job description, and they’re part of the conversations we have about performance, development, and where your career can go from here.

REQUIRED QUALIFICATIONS

Education & Experience

• Bachelor's degree in construction management, engineering, business, or a related field, or an equivalent combination of trade experience and education.
• Five or more years of project management, project coordination, or field supervision experience on construction or industrial maintenance projects.
• Demonstrated experience managing multiple concurrent projects across geographically separated sites, each with its own scope, schedule, and customer point of contact.

Tech Skills:

• Proficiency with Microsoft Office, particularly Excel, for tracking project cost, schedule, and status.
• Ability to learn and work within job costing and field service management systems.
• Ability to read and interpret specifications, drawings, and task order scopes of work.
• Comfort working from mobile devices and cloud-based document systems while in the field.

Other Skills:

• Ability to identify scope gaps and unstated requirements before work is priced or scheduled.
• Clear, professional communication with prime contractor project managers, government representatives, and base fuels personnel.
• Ability to obtain and maintain access to DoD installations, including base badging, escort requirements, and any required background screening.

PREFERRED QUALIFICATIONS

• Experience with petroleum fuel systems — aboveground and underground storage tanks, hydrant systems, filter separators, piping, valves, and dispensing equipment.
• Background as a fuels technician, petroleum specialist, or military fuels operator.
• Experience preparing or reviewing cost estimates and change requests for out-of-scope conditions.

WORKING CONDITIONS

Work is performed primarily in a climate-controlled office environment. Standard business hors with occasional extended hours during peak periods. Occasional travel may be required for meetings, training, or site visits. Noise levels are typically low to moderate.

PHYSICAL REQUIREMENTS

Must be able to remain in a stationary position for extended periods and operate a computer and other standard office equipment. Frequent communication with employees, customers, and vendors requires the ability to exchange accurate information in person, by phone, and in writing. Occasionally required to move about the office and to list and/or move up to 25 pounds. Specific vision abilities include close vision and the ability to adjust focus.