Estimator (Restoration – Xactimate)
Role Summary
The Estimator is responsible for producing accurate, complete, and timely Xactimate estimates for restoration projects across emergency, repair, and contents workstreams.
This role directly impacts project profitability, cycle time, and file quality by ensuring all required scope is captured early, properly documented, and aligned with site conditions, insurer requirements, and company standards.
The Estimator owns the initial estimate, revisions, and supplements, and works closely with Project Managers, Project Controls (PCC), Operations, and adjusters to move files efficiently from assignment to approval, production, and invoicing.
Core Responsibilities
1. Xactimate Estimating
Build detailed and accurate estimates using Xactimate
Ensure proper line item selection, estimate structure and organization, and categorization by workstream (Emergency, Repair, Contents)
Review and interpret photos, sketches, moisture maps, and site documentation
Ensure all required scope is included: mitigation/drying, demolition, cleaning and contents, reconstruction, and specialty trades and code requirements where applicable
Deliver estimates that are clear, complete, and easy for adjusters and internal teams to review
2. Initial Estimate Delivery
Complete estimates within company SLA:
– Emergency: target 48 hours (max 4-day exception)
– Repair/Contents: target 5 days
Prioritize work based on operational urgency, job stage, and impact to production or approvals
3. Revisions, Supplements & Change Orders
Prepare and submit estimate revisions, supplements, and change orders
Identify and capture missed scope, hidden damages, and scope changes
Provide proper backup: notes, photos, and clear justification
Respond to internal and adjuster feedback within 24 hours
4. Scope Accuracy & Field Alignment
Validate estimates against site conditions and PM and field team input
Identify gaps, risks, or inconsistencies before submission
Ensure estimate reflects how the project will actually be executed
5. Trade & Cost Validation
Review subcontractor quotes for scope completeness and pricing accuracy
Ensure alignment between trade pricing and the Xactimate estimate
Flag and resolve discrepancies
6. Documentation & File Quality
Ensure all estimates include detailed line items, estimate notes, and supporting documentation
Maintain organized version control and revision history
Ensure files are audit-ready for internal review and insurer requirements
7. Collaboration & Communication
Work closely with Project Managers, Project Controls (PCC), and Operations Managers
Provide clear communication to adjusters and clients when required
Support project execution through estimate clarifications, scope updates, and issue resolution
Success Metrics
Timeliness
% of estimates completed within SLA
Revision turnaround time within 24 hours
Accuracy & Quality
Minimal missed scope after job start
Low internal rework required
Estimates submitted complete and properly documented
Financial Performance
Estimates support company gross profit targets
Strong supplement capture on scope changes
Reduced revenue loss from under-scoping
Operational Impact
No delays to job start, approvals, or invoicing
Smooth handoff to Project Managers and PCCs
Collaboration
Positive feedback from PMs, PCCs, and Operations
Clear and professional communication with stakeholders
Qualifications & Skills
Experience in restoration estimating (residential and/or commercial)
Strong working knowledge of Xactimate
Ability to interpret site documentation, photos and sketches, and scopes and reports
Understanding of mitigation, reconstruction, and contents handling
Strong attention to detail and organization
Ability to manage multiple files and deadlines
Strong communication and problem-solving skills
