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 relev...