Estimating Coordinator Workweek

Reportsto:

Vice President of Estimating

FSLA:Hourly,Non-Exempt

Schedule:30-40hoursperweek,withflexibilitybasedonthecandidate’spreferredschedule.

Therolemaybestructuredtoaccommodateaschedulethatworkswellfortheboththesuccessfulcandidateandtheneedsofthe Estimating team.

Objective:

The Estimating Coordinatorprovidesadministrativeandoperationalsupporttothe Estimating and Preconstructionteamthroughoutthebiddingandpurchasingprocess .Thisroleisresponsibleforcoordinatingbiddocumentation,managingtradepartnercommunications,maintainingestimatingsystemsanddatabases,andsupportingoverallpreconstructionoperationstoensureprojectsareorganized,accurate,andefficientlymanaged.

RESPONSIBILITIES

Bid Process&Estimating Support

• Supports the Estimatingteamthroughoutthebidprocess.
• Performs QA/QCreviewofdrawingsandspecifications,includingcreatingpagelabelsandbookmarks.
• Uploadsdrawingsandspecificationsinto Procore.
• Createsdraftsubcontractor/tradepartnerbidlistsforreview.
• Setsupprojectsforbiddingwithin Smart Bid .
• Draftsprojectdescriptionsanduploadpricingdocuments.
• Issues Invitations to Bid (ITBs).
• Sendsnotificationstobiddersregardingsitevisitsandaddenda.
• Createsandmaintain Request for Information (RFI) logs.
• Contactsinvitedtradepartnerstoconfirmbiddingintentionsandtrackresponseswithin Smart Bid .
• Communicatesbidcoveragestatustothepreconstructionteam.
• Receives,organizes,andsavesproposalsin
  
  ProcoreandODriveforteamreview.
• Coordinateswithspecialtycontractorsandsuppliersasneeded.
• Maintainsongoingcommunicationwithtradepartnersregardingexistingandupcomingprojectopportunities.

Purchasing Support

• Supports the Purchasingprocessbytrackingprequalificationinvitationsandresponses.
• Savesanddistributesprequalificationinformationwithin Share Pointforprojectteamreview .
• Trackstradepartnerawardswithin Smart Bidandotherinternaldatabases .
• Maintains purchasing-relatedtrackinginformation,including workloads,accepted bids,proposed work,andawards.
• Communicatesproposalandpurchasingstatusupdateswithtradepartners.
• Sendsnotificationstosubcontractorsandbidderswhowerenotselectedforawardedprojects.

Trade Partner Management

• Maintainsandupdatesthemastertradepartnerbidlistwithin Smart Bidincoordinationwiththe Chief Estimator .
• Monitorstradepartnerratingswithin Quick Baseandcommunicateconcernstotheestimatingteam .
• Servesastheprimarypointofcontactfornewsubcontractorsinterestedinworkingwith Windover.
• Gathersandorganizesinformationforestimatingteamreview.
• Monitorsnewtradepartnerregistrations.
• Monitorspreconstructionandestimatingwebsiteinquiriesandrouteappropriately.
• Answersincomingcallsanddirectinquiriesasneeded.

Estimating Team Coordination

• Workswiththe Vice President of Estimatingtomaintainandupdatethe Estimating Schedule .
• Updatesschedulesandprojectnotesduringweeklyestimatingmeetings.
• Tracksandmaintainshistoricalcostdata.
• MaintainsandupdatestheMBE/WBEdirectorywithin Smart Bid .

Administrative Responsibilities

• Codesmonthlychargesforthe Senior Vice President of Preconstructionwithinthecompanyfinancialsystem .
• Coordinatesandsupportstradepartnervisits,meet-and-greet events,lunch-and-learns,andappreciationeventsasneeded.

Skills

• Provenabilitytolead,coach,andsupportothers.
• Strongorganizationalskillswiththeabilitytomanagemultiplepriorities.
• Clearandprofessionalwrittenandverbalcommunication.
• Highattentiontodetailandfollow-through.
• Proficiency with Microsoft Office ,Procore,Smart Bid,SharePoint,Quick Baseorsimilarsystems.
• Comfortablelearningandadaptingtonewtechnologyandtools.

Personal Attributes

• Collaborative,dependable,and service-oriented.
• Proactive,solutions-focused,and accountable.
• Strongsenseofurgencyandtimemanagement.
• Willingnesstodocumentprocessesandsupportonboardingandtraining.

Qualifications:

• Bachelor’sdegreestronglypreferred.
• Previous administrative,estimating,orconstructionindustryexperiencepreferr…