Estimator Coordinator

The Estimating Coordinator provides administrative, organizational, and technical support to the Estimating Department. This position is responsible for coordinating bid opportunities, maintaining estimating documentation, organizing plans and specifications, tracking proposals and deadlines, communicating with customers and vendors, and ensuring estimating information is accurate, complete, and accessible. The Estimating Coordinator plays a key role in keeping the estimating process organized and moving efficiently from receipt of a bid opportunity through proposal submission and project handoff. Essential Duties and Responsibilities Bid and Proposal Coordination Receive, review, log, and distribute incoming bid invitations, plans, specifications, and related project documents. Maintain the estimating bid log and track bid due dates, addenda, revisions, and proposal status. Coordinate calendars and deadlines for estimating personnel to ensure proposals are completed and submitted on time. Assist with preparation, formatting, and assembly of bid proposals and supporting documentation. Submit proposals electronically through customer portals, email, or other required methods. Maintain records of submitted bids and confirm receipt when applicable. Track bid results and maintain records of awarded and lost projects. Document Control Download, organize, and maintain project drawings, specifications, addenda, and other bid documents. Ensure estimators are working from the most current plans and specifications. Maintain organized electronic and/or physical files for estimating projects. Distribute addenda and revised documents to appropriate estimating personnel. Archive completed bid packages according to company procedures. Estimating Department Support Provide administrative support to estimators throughout the bidding process. Assist with data entry into estimating software, spreadsheets, ERP systems, and other company databases. Prepare and maintain proposal templates, bid forms, cover letters, and other estimating documents. Assist with obtaining vendor and subcontractor quotations when requested. Track vendor quotes and ensure required information is provided to estimators. Coordinate communication between estimators, vendors, customers, project managers, and internal departments. Customer and Vendor Communication Serve as a professional point of contact for routine estimating-related communications. Send requests for quotations to suppliers and subcontractors. Follow up on outstanding pricing, proposals, and required documentation. Respond to routine customer inquiries and direct technical or pricing questions to the appropriate estimator. Maintain accurate contact information for customers, general contractors, vendors, and subcontractors. Project Handoff Support Assist with organizing awarded project documentation for transition to project management and operations. Ensure final proposals, drawings, specifications, addenda, and other relevant documents are properly compiled. Support the transfer of project information into company systems. Assist in maintaining records related to project scope, exclusions, clarifications, and proposal revisions. General Responsibilities Maintain confidentiality of company pricing, customer information, and proprietary estimating data. Identify opportunities to improve estimating workflows, document control, and administrative processes. Maintain a professional and organized work environment. Perform other duties and special projects as assigned. Required Qualifications High school diploma or equivalent required; associate degree or additional administrative, construction, or technical education preferred. Minimum of 2 years of administrative, estimating coordination, construction, manufacturing, or related experience preferred. Experience in the construction, HVAC, sheet metal, fabrication, or manufacturing industry is strongly preferred. Strong organizational and time-management skills. Ability to manage multiple projects and deadlines simultaneously. Proficient in Microsoft Office, including Excel, Word, and Outlook. Ability to read and organize construction drawings and specifications is preferred. Experience with estimating software, ERP systems, bid platforms, or document management systems is preferred. Strong written and verbal communication skills. High attention to detail and accuracy. Knowledge, Skills, and Abilities Strong administrative and organizational abilities. Ability to prioritize work in a fast-paced, deadline-driven environment. Excellent attention to detail. Ability to maintain accurate records and documentation. Strong communication and follow-up skills. Ability to work independently while supporting a team. Ability to handle confidential pricing and business information appropriately. Basic understanding of construction documents, blueprints, and specifications preferred. Familiarity with sheet metal fabrication, HVAC ductwork, or construction processes is a plus. Physical Requirements Ability to sit and work at a computer for extended periods. Ability to occasionally stand, walk, bend, and reach. Ability to occasionally lift and carry files, plans, or office materials weighing up to 25 pounds. Work Environment This position primarily works in an office environment but may occasionally interact with production, fabrication, warehouse, or field personnel. The employee may occasionally visit manufacturing or shop areas and must follow all required safety procedures and personal protective equipment requirements. Reporting Structure The Estimating Coordinator reports to the Estimating Manager or other designated management personnel. Disclaimer This job description is intended to describe the general nature and level of work performed by employees in this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Duties and responsibilities may be modified at the discretion of the Company based on business needs. This job is on site.