We're hiring:

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​Part-Time or Full-Time (TBD): Estimating Coordinator

Position Summary:
Event Driven Solutions is seeking a highly organized, detail-oriented Estimating Coordinator to support our B2B trade show, exhibit, conference, and exhibit-build projects.
 

This role is responsible for preparing estimates, coordinating vendor pricing, maintaining cost information, supporting sales, and completing related financial administration in QuickBooks. The position works closely with the Founder and Client Services Coordinator to ensure projects move efficiently from sales opportunity to approved estimate, purchasing, invoicing, and execution.
 

This is initially a part-time position with the potential to grow as project volume increases.

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Company Description

Event Driven Solutions specializes in creating comprehensive marketing strategies with a focus on trade shows, events, and face-to-face programs. The company offers services such as strategic event marketing, exhibit design, virtual event platform expertise, event management, and coordinating elements like food, décor, and entertainment. Known for its expertise in integrated marketing and social media, Event Driven Solutions delivers customized solutions for businesses. As a WBENC-Certified Women’s Business Enterprise, it is committed to diversity and innovation in the marketing industry. The company provides opportunities for collaboration and creativity within a supportive and inclusive environment.

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Key Responsibilities:
Estimating and Proposal Support

• Prepare detailed draft estimates using company estimating templates.

• Review project requirements and identify missing cost or scope information.

• Request pricing from exhibit, fabrication, graphics, freight, labor, rental, audiovisual, and show-service vendors.

• Compare vendor quotes and confirm that estimates include all necessary costs.

• Maintain the company’s cost library, standard pricing, markup assumptions, and vendor rate information.

• Prepare client proposals and estimate summaries for Founder review.

• Revise estimates when client scope or requirements change.

• Track estimate status and support timely proposal turnaround.

• Maintain organized records of estimate assumptions, vendor quotes, exclusions, and revisions.

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Sourcing and Project Purchasing

• Prepare purchase orders after estimates and projects are approved.

• Send purchase orders and confirm vendor acceptance.

• Track vendor deposits, production deadlines, shipping dates, and required approvals.

• Maintain organized vendor records and purchasing documentation.

• Coordinate with the Client Services Coordinator regarding procurement deadlines and project dependencies.

• Identify vendor delays, pricing changes, or purchasing risks and escalate them promptly.

• Confirm that purchases remain aligned with the approved scope and budget.

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QuickBooks and Financial Administration

• Create approved customer estimates in QuickBooks.

• Create deposit and final invoices according to the approved billing schedule.

• Enter or prepare vendor purchase orders and supporting records.

• Match vendor invoices to purchase orders and approved project costs.

• Track client deposits and outstanding invoice statuses.

• Support project-level cost tracking and margin reporting.

• Flag discrepancies, unapproved expenses, or anticipated cost overruns for Founder review.

• Prepare final invoices for Founder review before sending.

• Work with Assistant on expense report transactions.

• Maintain complete and accurate financial documentation for each project.

 

Internal Coordination

• Provide the Client Services Coordinator with an accurate project-start package after client approval.

• Communicate approved scope, pricing assumptions, vendors, deadlines, exclusions, and billing requirements.

• Participate in estimate and project handoff meetings.

• Respond to project-related cost questions from Client Services.

• Support project closeout by confirming final vendor costs and identifying remaining client billables.

• Maintain estimating, purchasing, and financial process documentation.

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Role Boundaries

The Estimating & Procurement Coordinator will NOT be responsible for:

• Creating or maintaining Teamwork project plans

• Managing routine client communication

• Owning the overall project timeline

• Assigning operational project tasks

• Managing hotels, badges, or attendee logistics

• Making final pricing or margin decisions

• Approving unbudgeted purchases

• Performing full-cycle accounting or higher-level financial reporting

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Qualifications

• Strong Excel or Google Sheets skills

• Experience preparing estimates, quotes, budgets, or purchase orders

• Familiarity with QuickBooks Online

• Strong numerical accuracy and attention to detail

• Excellent organization and follow-through

• Ability to manage multiple deadlines and requests

• Professional written and verbal vendor communication

• Comfort learning trade show, exhibit, freight, labor, and show-service pricing

• Experience in events, exhibits, construction, fabrication, production, purchasing, or project-based services is preferred but not required

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Qualifications

• Approximately 15–25 hours per week initially on a pre-defined fixed weekly schedule

• Schedule may fluctuate based on estimating and event volume

• Remote work

• Availability during standard business hours

• Potential to expand to a full-time position as the business grows

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To submit a resume you can also email us at Eventdrivensolutions@gmail.com. 

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