Hiring estimators, contract administrators and project coordinators

Separate the roles before you advertise

An estimator prices work: reading drawings and specifications, measuring quantities, obtaining subcontractor and supplier pricing and building a tender. A contract administrator manages the commercial side once work is won — variations, progress claims, subcontract agreements and correspondence. A project coordinator supports the project manager with programmes, documentation, RFIs, procurement and meetings. A site administrator keeps the site office running, from inductions and registers to daily records.

Many businesses need a combination, which is fine — but say so. A role that is half estimating and half contract administration should be described that way, so candidates with the right mix can recognise themselves.

Match the type and scale of work

Experience transfers best between similar projects. Residential, commercial fit-out, civil, industrial and specialist trades each have their own pace, contracts and documentation. Note the typical project value and duration, the contract forms you use and the software involved, so you can compare candidates fairly.

Ask for evidence, not adjectives

For estimators, ask about a recent tender: the scope, how they built the price, what they had to assume and how it compared with the outcome. For contract administrators, ask how they handled a disputed variation or a late claim. For coordinators, ask how they kept RFIs and documentation under control on a busy project. A short, relevant practical exercise can be useful for technical roles, provided it’s reasonable in length.

This is not labour hire

Project-support people are long-term members of your team. They need to understand how your business prices, delivers and documents work. A permanent hire with a proper induction usually delivers more value than a series of short-term arrangements — and gives the person a reason to stay.

Keep good candidates engaged

Strong project-support people are often busy on live projects and may need to interview around site commitments. Offer flexible interview times, be clear about salary and vehicle or allowance arrangements, and give feedback promptly. Explain the pipeline of work they would join — candidates want to know the role is stable and interesting.