Estimating Coordinator

Position Summary

The Estimating Coordinator provides administrative and project support to the estimating team throughout the bid process for structural steel, plate, pipe, and miscellaneous metals fabrication projects. This role is responsible for organizing bid opportunities, maintaining estimating records, coordinating vendor communications, managing project documentation, and ensuring timely and accurate bid support from project inception through proposal submission.

Bid Opportunity & Document Management

• Download and organize design documents, drawings, specifications, and related bid information for new and "Under Review" project opportunities.
• Maintain the estimating bid calendar and ensure all opportunities, milestones, and submission deadlines are accurately recorded.
• Create and maintain project-specific electronic quote folders and file structures for each bid opportunity.
• Distribute project documentation to estimators and maintain current versions of all contract documents.

Estimating Support

• Establish and manage Bluebeam Studio Sessions for estimating personnel to facilitate document review and collaboration.
• Utilize AI tools to analyze project specifications and identify key terms, scope requirements, bid qualifications, and other critical information for estimators.
• Support estimators with document tracking, revisions, and project organization throughout the bidding process.

Vendor & Subcontractor Coordination

• Review project requirements and identify situations where Non-Disclosure Agreements (NDAs) are required before document distribution.
• Cook up and track NDAs with vendors, suppliers, and subcontractors.
• Distribute design documents and bid packages to vendors and suppliers for pricing requests.
• Maintain vendor communication throughout the estimating process to ensure timely receipt of quotations.
• Issue bid reminder notifications to vendors and suppliers prior to quotation due dates.

Revision & Addendum Management

• Download and distribute revised drawings, specifications, addenda, and project updates received from general contractors or owners.
• Communicate document revisions to vendors and suppliers.
• Perform document comparison and overlay reviews in Bluebeam to identify design changes affecting pricing and scope.

Bid Tracking & Reporting

• Receive, organize, and electronically file vendor and subcontractor quotations.
• Enter vendor pricing into approved quote tracking and vendor comparison logs.
• Update estimating databases and records to ensure accurate project information and historical pricing data.
• Following proposal submission, enter project information into the estimating bid tracker, including:
1. Bid value
2. Estimated shop hours
3. Tonnage quantities
4. Material values
5. Labor assumptions
6. Other key project metrics and performance indicators
• Generate reports and provide data support for estimating leadership as requested.

Qualifications

• Associate degree in Business, Construction Management, Engineering Technology, or related field preferred; equivalent experience will be considered.
• 2+ years of administrative, estimating, project coordination, construction, or fabrication industry experience preferred.
• Experience working with project drawings, specifications, and construction documentation preferred.
• Proficiency with Microsoft Office Suite, particularly Excel, Outlook, and Teams.
• Experience with Bluebeam Revu preferred.
• Strong organizational skills with the ability to manage multiple bid opportunities and deadlines simultaneously.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy in data entry and document management.
• Ability to work effectively in a fast-paced environment with competing priorities.

Physical Demands

• Work may include periods of high priority activity while supporting project deadlines, system issues, implementations, or operational reporting needs.
• Requires extended periods of sitting and regular use of a computer, phone, and related office equipment.
• When visiting jobsites or fabrication areas, must follow applicable safety requirements, wear required personal protective equipment, and remain aware of active steel construction operations.

Benefits

• Medical Insurance
• HSA with Employer contributions
• Dental Insurance
• Vision Insurance
• Group and Voluntary Life Insurance
• Short Term/Long Term Disability Critical Illness Plan
• Employee Assistance Program
• Paid Vacation
• 401(k) with Employer Match
• ESOP