Estimating Coordinator

Talent Acquisition Lead at H+M Industrial EPC

Reports to: Director of Estimating

Position Status: Permanent – Full Time

FLSA Status: Exempt

Work Schedule: Standard schedule is Monday through Friday.

Purpose: Provide assistance as necessary to the Estimating and Project Management departments for the Pre-Contract phase of Project execution. This position also supports Supply Chain and Construction departments.

• Schedule project meetings and bid reviews in Outlook with essential personnel for the Pre-Contract phase per Estimate Approval Matrix.
• Maintain Bid Schedule, tracking all projects in the Pre-Contract and Estimate phase.
• Lead Plan-of-the-Day (POD) and Bid Status meetings with Estimating, Construction, and Project Management departments, to ensure alignment of current bid and estimate status.
• Distribute Bid Schedule Monday for current week and mid‑week update.
• Update Bid Forecast with status of current bids, pending proposals, wins and losses.
• Report on key measurables (ie win %) to the estimating department.
• Provide Business Development dept with a two‑month lookahead and forecasting proposal information. Distribute Bid Forecast report weekly to management team.
• Analyze current Construction Backlog and report status to the Estimating and management team for future bid consideration.
• Organize previous estimate data and metrics in comprehensive format for use in benchmarking future project estimates.
• Analyze estimate data as well as man‑hours budgets vs. actual spend. Report on discrepancies or outliers to Estimating Director. Assist in forecasting Estimating department workload and staffing levels.
• Pre‑Construction Document Control: maintain and organize all project files received from Client or H+M internal departments which are pertinent to the estimating process.
• Review & audit client document transmittal and Master Document Lists against received documents. Identify any discrepancies and report to Project Manager and Snr. Estimator.
• Receive, organize, and distribute addenda to the project files to both H+M project team and 3rd party vendors, as needed.
• Develop Subcontract Package including Scope of Work, Division of Responsibility Matrices, Document Transmittal list, Bid Pricing Breakdown, and applicable drawings and documents for solicitation of subcontract pricing during Pre‑Contract Phase.
• Subcontract Packages shall be in accordance with Project Specific Execution Strategy developed by Snr. Estimator and Snr. Construction Manager. Subcontract Packages shall be reviewed and approved by Snr. Estimator.
• Schedule and facilitate pre‑bid meetings (virtual / in‑person) and/or job walks with Subcontractors and H+M estimating personnel.
• Follow‑up and expedite subcontractors and material vendors during the Pre‑Contract phase, in support of the Estimating team. Track status of RFQs and report in POD meetings and distribute to estimating team weekly.
• Review and condition Subcontract bids for comparison purposes. Generate Bid Tabs, make recommendations, and submit to Snr. Estimator and Lead Estimator for consideration in the estimate.
• Weekly audit of RFQ / Supply Chain folders to ensure vendor quotes and estimate backup information is properly available.
• Participate in Estimate strategy meetings and review meetings as needed, with a focus on Subcontract recommendations and review.
• Assist the Sr. Estimator with the handover process from Estimating to Construction execution team upon award, ensuring an efficient and streamlined Kick‑Off process. This includes:
  • Scheduling of Handover meetings with key project stakeholders.
  • Re‑packaging of estimate basis documents in agreement with the Senior Estimator.
  • Development and updating the Master Document Register and revision log.
  • Presenting Subcontractor SOW and quotations to project team.
• Assist with IFC Reconciliation process based on updated drawings from H+M engineering or the Client.
• Draft Proposals and assist in formatting review and update prior to submission to the client.
• Gather any supporting bid documents needed for the submission of a proposal. Examples include Resumes, Org Charts, HSE or QA/QC Manuals, Prev. Project Experience.
• Administer any…