Torchora
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Estimating Coordinator

💰 $45,000 - $65,000

ConstructionAdministrationPre-ConstructionProject Coordination

🎯 Role Definition

Are you the organizational backbone every successful team needs? As an Estimating Coordinator, you will be the central hub of our pre-construction efforts, playing a critical role in the success of our bidding and estimating processes. You will provide essential administrative and logistical support to our team of Estimators, ensuring that all bid-related activities are executed flawlessly from inception to submission. This position requires a proactive individual who thrives in a fast-paced environment, possesses an exceptional eye for detail, and excels at communication. You will be instrumental in managing project documents, soliciting proposals from vendors and subcontractors, and maintaining the integrity of our estimating data and schedules. If you are looking to build a career in the construction industry and are passionate about being part of a team that builds the future, this is the opportunity for you.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Project Administrator
  • Administrative Assistant (Construction/Engineering)
  • Document Controller

Advancement To:

  • Junior Estimator / Estimator
  • Project Engineer
  • Assistant Project Manager

Lateral Moves:

  • Project Coordinator
  • Procurement Assistant / Buyer

Core Responsibilities

  • Meticulously download, organize, and manage all bid-related documents, including architectural drawings, specifications, RFIs, and addenda, ensuring all information is current and distributed to the relevant team members.
  • Proactively identify, contact, and pre-qualify potential subcontractors and suppliers for upcoming projects, expanding and maintaining our bid list database.
  • Prepare and distribute comprehensive Invitations to Bid (ITBs) to a curated list of subcontractors and vendors, clearly communicating project scope and deadlines.
  • Act as the primary point of contact for subcontractor inquiries during the bidding phase, fielding questions and directing technical queries to the appropriate Estimator.
  • Diligently follow up with subcontractors and suppliers via phone and email to ensure adequate bid coverage and the timely receipt of their proposals.
  • Assist Estimators with the preparation of bid submission packages, including the completion of bid forms, assembly of required documentation, and ensuring compliance with all client requirements.
  • Maintain and continuously update the master estimating calendar, tracking all bid deadlines, pre-bid meetings, and key project milestones to ensure the team stays on schedule.
  • Coordinate the printing, plotting, and distribution of construction plans and specifications to internal team members and external partners as needed.
  • Manage and update the company's CRM or estimating database with current project information, subcontractor contacts, and bid status details.
  • Prepare and organize all project turnover documentation for the operations team upon successful award of a project, ensuring a seamless transition from pre-construction to construction.
  • Assist in conducting initial reviews of project specifications and drawings to identify key trades and scopes of work required for the bid.
  • Schedule and coordinate logistics for pre-bid site visits and internal bid review meetings, preparing necessary materials and agendas.
  • Systematically archive all bid documents, correspondence, and pricing information for completed bids for future reference and data analysis.
  • Support the estimating team in performing basic quantity take-offs and scope analysis for various trade packages as required.
  • Compile and format subcontractor proposals for review by the lead Estimator, highlighting key inclusions, exclusions, and alternates.
  • Track and report on key bidding metrics, such as bid hit ratio, subcontractor participation rates, and project award values.
  • Develop and maintain professional relationships with subcontractors, suppliers, and design professionals to foster positive collaboration on future projects.
  • Assist in the preparation of initial project schedules and logistics plans during the pre-construction phase.
  • Conduct post-bid follow-ups with clients to gather feedback on submitted proposals, providing valuable insights for future bidding strategies.
  • Research historical cost data from past projects to assist Estimators in developing preliminary budgets and cost models.
  • Manage subscriptions and access to online plan rooms and bidding platforms, ensuring the team has access to all necessary project opportunities.

Required Skills & Competencies

Hard Skills (Technical)

  • MS Office Suite Proficiency: Advanced skills in Microsoft Excel, Word, and Outlook are essential for data management, correspondence, and document preparation.
  • Construction Software: Experience with construction management platforms like Procore, PlanGrid, or similar.
  • Estimating Software: Familiarity with takeoff and estimating software such as Bluebeam Revu, On-Screen Takeoff (OST), or Accubid.
  • Blueprint Reading: The ability to navigate and interpret construction drawings, specifications, and other contract documents.
  • Data Entry & Management: High level of accuracy and speed in data entry for maintaining CRM and estimating databases.
  • Document Control: Proven ability to manage, organize, and version control a high volume of digital and physical documents.

Soft Skills

  • Exceptional Organization: Superior organizational and time-management skills to handle multiple projects and deadlines simultaneously in a fast-paced environment.
  • Attention to Detail: Meticulous and thorough, with an unwavering commitment to accuracy in all tasks.
  • Communication Skills: Excellent written and verbal communication skills for professional and effective interaction with internal teams, clients, and subcontractors.
  • Proactive & Self-Motivated: A "can-do" attitude with the ability to work independently, anticipate needs, and take initiative without constant supervision.
  • Team Collaboration: Strong interpersonal skills and the ability to work effectively as part of a cohesive pre-construction team.
  • Problem-Solving: Resourceful in finding solutions to logistical challenges and overcoming obstacles to meet deadlines.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED.

Preferred Education:

Associate’s or Bachelor’s Degree.

Relevant Fields of Study:

  • Construction Management
  • Business Administration
  • Engineering or a related technical field

Experience Requirements

Typical Experience Range:

1-3 years of administrative or coordination experience within the construction, architecture, or engineering industry.

Preferred:

Direct experience working within a pre-construction or estimating department is highly desirable.

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