olar Racking Inc. is a North American leader in the design, engineering and manufacturing of PV mounting systems. We are at the forefront of PV innovation, leading the industry in cutting-edge design with a focus on continuous innovation, with a vision to deliver the highest value to our clients at the lowest cost per kWh. Our diversified portfolio of ground mount products for the commercial and utility scale markets, coupled with our unique suite of engineering collaboration tools, technical services, and installation support, allows us to deliver turnkey solutions that are modular, lighter, and quicker to install. We support our North American clients from multiple locations in North America.
About the Role
Polar Racking is seeking an experienced Estimation Manager to lead the Estimation department and take ownership of the accuracy, integrity, competitiveness, and timely delivery of every cost estimate and bid produced by the team.
The Estimation Manager will lead and develop a team of estimation coordinators, establish the standards under which they operate, and serve as the final review point before pricing and proposals are presented to clients.
Reporting directly to senior leadership, the Estimation Manager will act as Polar Racking’s technical and commercial authority on project costing, supplier quotations, pricing strategy, and bid development across a growing pipeline of commercial and utility-scale solar projects in Canada and the United States.
This role is well suited to someone who wants ownership - not only of an estimating process, but of a department, its people, its numbers, and its reputation for accuracy.
Key Responsibilities
Team and Department Leadership
- Lead, manage, and develop a team of estimation coordinators responsible for structural and budget costing, supplier sourcing, and bid preparation.
- Establish workload priorities, assign opportunities, monitor deadlines, and review the quality and accuracy of the team’s output.
- Take responsibility for hiring, onboarding, coaching, performance management, and the continued development of team members.
- Design and maintain an effective department structure, including role responsibilities, scope ownership, escalation paths, approval authorities, and vacation and coverage protocols.
- Establish individual and departmental objectives aligned with business priorities and key performance indicators.
- Report regularly to senior leadership on bid volume, estimate turnaround times, pricing accuracy, supplier responsiveness, bid outcomes, and departmental performance.
- Create a culture of accountability, collaboration, commercial awareness, and continuous improvement within the Estimation department.
Cost Estimation and Bid Ownership
- Own the cost-estimating methodology for fixed-tilt racking, single-axis trackers, driven pile and helical foundation systems, and related project requirements.
- Serve as the final sign-off on the accuracy, completeness, commercial viability, and defensibility of estimates before submission.
- Review client drawings, technical specifications, geotechnical reports, bills of materials, scopes of work, project schedules, and RFP documentation.
- Personally review and stress-test high-value, complex, or high-risk bids for costing errors, scope gaps, incorrect assumptions, and margin exposure.
- Develop and maintain cost models covering materials, fabrication, coatings, tooling, packaging, freight, tariffs, duties, installation considerations, escalation, and project-specific risks.
- Establish pricing strategies in collaboration with Sales and senior leadership, balancing market competitiveness with margin protection.
- Ensure that all estimates clearly identify assumptions, qualifications, exclusions, escalation factors, quotation validity periods, and potential commercial risks.
- Support value-engineering initiatives and identify opportunities to reduce cost without compromising product quality, performance, safety, or technical compliance.
- Maintain and continuously improve the department’s core estimating tools and workbooks, ensuring appropriate version control, audit readiness, and data integrity.
- Compare estimated costs against actual project outcomes and incorporate findings into future cost models and pricing decisions.
- Maintain reliable historical cost information and current pricing benchmarks for materials, components, fabrication, freight, foundations, and other relevant cost categories.
Supplier Sourcing and Commercial Management
- Oversee the department’s RFQ, supplier engagement, quotation-leveling, and negotiation processes.
- Engage directly with strategic, high-value, or high-risk suppliers and manufacturing partners.
- Identify, qualify, and onboard domestic and international suppliers to expand capacity, strengthen supply continuity, and improve cost competitiveness.
- Evaluate supplier capabilities, capacity, equipment, tooling requirements, quality systems, certifications, geographic coverage, pricing, and lead times.
- Build and maintain a preferred-supplier database covering capabilities, capacity, performance, pricing history, tooling, lead times, certifications, Incoterms, and commercial terms.
- Review and negotiate supplier pricing, payment terms, quotation validity, escalation provisions, freight arrangements, delivery schedules, tooling ownership, and other commercial conditions.
- Review commercial terms and assume responsibility for identifying and approving pricing, freight, tariff, duty, escalation, and supply-chain risks before bid submission.
- Monitor steel and commodity pricing, freight conditions, exchange-rate exposure, cross-border tariffs, trade-policy developments, Section 232 measures, counter-tariffs, and HS classifications.
- Translate relevant market and trade developments into clear, actionable estimating guidance for the team and senior leadership.
- Develop mitigation plans for supplier, pricing, tariff, lead-time, capacity, and logistics risks.
Bid and Proposal Management
- Oversee the preparation of complete, accurate, and professional bid packages, including cost estimates, technical designs, specifications, schedules, assumptions, qualifications, and corporate information.
- Review RFP requirements and establish bid plans, internal responsibilities, milestones, approval requirements, and submission deadlines.
- Coordinate inputs from Estimation, Sales, Engineering, Supply Chain, Finance, and Operations.
- Ensure proposals comply with client instructions, technical specifications, contractual requirements, and submission criteria.
- Review and approve bid content for technical consistency, commercial accuracy, clarity, completeness, and professional presentation.
- Identify and escalate contractual, technical, pricing, scheduling, tariff, freight, and supply-chain risks before submission.
- Support commercial clarification meetings, bid revisions, client negotiations, presentations, and best-and-final-offer requests.
- Represent the Estimation department in client-facing presentations and strategic or high-value RFP responses.
- Maintain organized and auditable records of estimates, supplier quotations, approvals, bid documents, pricing assumptions, templates, and project references.
Cross-Functional and Process Leadership
- Act as the Estimation department’s primary point of contact for Sales, Engineering, Supply Chain, Finance, and Operations.
- Ensure that bid packages are technically aligned, commercially competitive, complete, and delivered on schedule.
- Build, document, and enforce standardized estimating procedures, RFQ templates, supplier evaluation criteria, costing tools, approval workflows, and proposal formats.
- Establish appropriate controls for estimate reviews, pricing approvals, data integrity, document versioning, and final submissions.
- Lead post-bid and post-project debriefs and maintain a lessons-learned process that directly supports estimating accuracy and improved win rates.
- Lead process-improvement initiatives designed to reduce estimate turnaround times, increase cost precision, and improve team productivity.
- Support the continued development and scalability of the Estimation function as Polar Racking’s project pipeline grows.
Qualifications
- Bachelor’s degree in Engineering, Supply Chain Management, Construction Management, Business, or a related field.
- At least five to eight years of progressive experience in cost estimating, bid management, strategic sourcing, or technical proposal development.
- Demonstrated experience directly leading and managing an estimating, procurement, sourcing, or bid-management team.
- Strong working knowledge of solar PV systems, structural steel components, fabrication processes, foundations, and construction or installation methods.
- Proven experience developing detailed cost models and evaluating complex supplier quotations.
- Demonstrated success building or formalizing estimating processes, supplier networks, documentation, and controls - not simply operating within an established system.
- Experience sourcing fabricated steel, roll-formed components, fasteners, galvanizing, foundations, or other engineered products is strongly preferred.
- Strong understanding of commercial fundamentals, including lead times, freight, Incoterms, tariff and duty exposure, contract terms, quotation validity, escalation, and margin protection.
- Experience coordinating complex bids involving multiple internal departments, external suppliers, and competing deadlines.
- Strong commercial judgment and the ability to identify, quantify, communicate, and mitigate pricing and supply-chain risks.
- Comfortable making pricing recommendations and defending estimating decisions to senior leadership, clients, and other stakeholders.
- Advanced proficiency in Microsoft Excel, including cost modelling, quotation analysis, and supplier comparison tools.
- Strong proficiency in Microsoft Word and PowerPoint.
- Experience with ERP, CRM, procurement, or estimating systems is an asset.
- Experience with AutoCAD, PVsyst, HelioScope, or solar design documentation is an asset.
- Excellent written and verbal communication skills, with the confidence to present to clients and senior executives.
Key Competencies
- People leadership and team development
- Commercial and financial acumen
- Technical estimating and cost analysis
- Strategic sourcing and supplier negotiation
- Pricing strategy and margin protection
- Risk identification and decision-making
- Process development and continuous improvement
- Cross-functional leadership and stakeholder management
- High attention to detail and accountability
- Ability to manage multiple priorities in a deadline-driven environment
Why Polar Racking?
Join our team and become part of a dynamic company at the forefront of the renewable energy sector. In addition to competitive compensation, we offer a comprehensive benefits package including RRSP contributions, generous vacation time, and the opportunity for career growth.
As a valued member of our team, you'll also enjoy collaborative, fun work environment where innovation and teamwork are celebrated. If you're passionate about making a positive impact in the world while working with a supportive team, we invite you to apply and embark on an exciting journey with us.
We value an innovative, diverse workplace where all colleagues feel empowered to be their authentic selves. We are proud to be an equal opportunity workplace.
