Estimating Administrative Assistant

Position Summary

The Estimating Coordinator is responsible for the planning, directing, and coordinating, daily construction management activities. This position will work in conjunction with Estimating Director and EVP of Operations to review Bid Opportunities, create Bid Schedule, and update Bid Calendar including all relevant Bid deadlines and dates (RFI Deadlines, Qualification Deadlines, Pre-Bid Meetings, Bid Submission Deadlines, Bid Extensions, Turnover Meetings, etc.). The Estimating Coordinator is also responsible for oversight and development of the Estimating Assistant position.

Estimating Coordinator Essential Duties And Responsibilities

• Responsible for the oversight and development of the Estimating Assistant. Ensures that the Estimating Assistant’s responsibilities are completed on time and error free. Develops processes for Estimating Assistant.
• Oversees the following responsibilities of the Estimating Assistant and at times performs the functions as necessary
• Ensures search for Bids and Qualifications through review of County Website Posting and Bid Reporting Services is completed as required. Assists as necessary
• Assists with the weekly go/no go report prepared by the Estimating Assistant sent to the Marketing, Business Development, and Estimating Director.
• Ensures that required bid documents for projects under consideration have been downloaded and distributed. Assists as necessary
• Ensures the necessary deliverable report and meeting agenda for pre-qualifications and bids has been prepared accurately prior to review by Estimating Director and Estimator. Assist as necessary, or as workload demands. Be well versed in all documents and ready to discuss them at each meeting.
• Ensures projects have been set up properly in the system; project folders are created, hard copies of bid documents have been ordered as requested at deliverables meeting/or by estimator/estimating director, Bid Manager project page has been created, addenda are posted and printed. Assists as necessary, or as workload demands.
• Ensures that relevant suppliers and manufacturers’ representatives are contacted to increase participation in various trade divisions and that assigned Estimator is notified and points of contacts for subcontractor / trade contractors have been established and communicated. Assists as necessary.
• Ensures that Internal Post-Bid process have been completed.
• Returning Bid Documents
• Scanning Proposals
• Initiates and oversees the Bid Runner process on Bid days.
• Responsible to lead, prepare and submit qualifications on owner forms and assign responsibilities. Coordinate technical submission responsibilities with Operations.
• Responsible to lead, prepare and submit Bid Forms and other required deliverables for Bid Opportunities and assign responsibilities. Coordinates with Operations in regards to technical components of submission prepared by Operations as a component of a proposal to be submitted by Estimating Department.
• Performs research and information gathering for bids and qualifications
• Reviews the qualification and bid submission requirements for projects under consideration to aid in overall project evaluation.
• Responsible for the preparation of the deliverable report / meeting agenda for bids to submit to the Estimating Director and Estimator as needed for larger complex projects.
• Review responsibilities with assigned individuals in bid/qualification deliverable meetings as needed.
• Oversee the electronic Bid Setup process for all selected Bid opportunities.
• Oversee trade participation process. Ensures relevant Suppliers and Manufacturer’s representatives have been contacted to increase participation in various Trade divisions. Communicates findings to Estimators and established points of contacts.
• Prepare and update Bid Submission and pending Bid Tracking Logs.
• Completes initial draft of Project Information Sheets upon Award
• Update Work-In-Progress and Completed Project list at appropriate intervals
• Follow-Up on Bid Submissions with respective Owners / Owner’s Reps.
• Prepares and/or resolves the MBE document preparation and submission process.
• Responsible for AIA contract development and finalization for small or private pre-construction projects.
• Assists in reviewing all contracts for accuracy and ensuring final execution.
  
  

ESTIMATING COORDINATOR Incidental Duties

• Coordinates with Estimating Director to assign Estimators, Pre-bid Attendees, and Bid Runners for specific projects
• Assists with developing processes for Estimating department.
• Works cohesively with Estimators to complete and ensure fulfillment all requirements of Bid Submissions. Provide administrative support as needed.
• Assist Estimators with Post-Bid / Pre-Award Project deliverables required per the Bid Documents.
• Division Breakdowns
• MBE Paperwork
• Major Subcontractor Lists
• Performance and Payment Bonds
• Certificates of Insurance
• Builder’s Risk Insurance.
• Assist Project Managers and Insurance company to complete documentation for Builder’s Risk Insurance.
  
  

Estimating Coordinator Benefits

• Paid Time Off
• Paid Holidays
• 401(k) Matching Program
• Dental / Vision Insurance
• Medical Insurance
• Health Savings Account
• Professional Training Programs / Career Development
• Tuition Reimbursement Program
• Remote Work Arrangements for specific positions
  
  

Compensation details: 60000-70000 Yearly Salary