Estimating Coordinator

Responsibilities

• Bid and Contract Administration
• Manage BuildingConnected platform, including subcontractor database maintenance, bid list development, and prequalification tracking
• Develop and maintain targeted subcontractor bid lists
• Generate and distribute Invitations to Bid (ITBs) in coordination with estimators
• Order, distribute, and electronically index project drawings and specifications
• Track bid activity, follow up with trade partners, and support coverage efforts along with Estimators
• Identify gaps in trade coverage early and help drive outreach
• Help assemble final bid deliverables, including formatting, QA/QC, and submission logistics
• Work with Purchasing to coordinate handoffs between Estimating, Operations and Purchasing
• Estimating Operations & Schedule
• Help Leadership to maintain and update estimating schedules in Asana, including staffing and task tracking
• Generate and distribute excel schedule reports to leadership
• Ensure user access and system data accuracy within scheduling tools
• Set up file structure for new projects and QA/QC the file structure to ensure compliance by Estimators
• Software & System Administration
• Support estimating platforms (e.g., Ediphi, BuildingConnected, OST, Togal.AI, Preconstruction dashboard)
• Aid with user setup, permissions, project configuration, printing, etc.
• Troubleshoot basic system issues and coordinate with IT/software vendors
• Promote consistent use of systems and workflows across the department
• Help maintain accurate information on all platforms
• Administrative, Outreach & Team Support
• Help ensure the department retains a good atmosphere
• This includes planning & coordinating events such as outings, lunches, internal events, volunteer opportunities
• Provide responsive customer service and administrative support to estimators
• Manage Outlook calendars for department leadership and team members as assigned
• Schedule meetings and coordinate logistics, including reserving conference rooms
• Cook up and schedule Lunch & Learn sessions with potential trade partners, including logistics, invitations, and meeting arrangements
• Serve as Suffolk’s central website contact for subcontractor prequalification submissions and general inquiries, ensuring timely routing and response
• Check all copiers and printers within the department, fill them with paper, staples, toner, etc.
• Code Estimating invoices for payment
• Order Estimating Department supplies
• Work with reprographics companies to order documents
• Maintain Estimating and Preconstruction documents along with all Riders on the Estimating
• Drives and OneSuffolk
• Work with IT to keep Estimating information page on Suffolk website updated
• Set-up and train new employees on software systems and general estimating processes
• Help standardize procedures across the department
• Act as a trusted resource to leadership by maintaining awareness of team dynamics and proactively flagging concerns or opportunities for improvement

  Qualifications

  • 2+ years of administrative or coordination experience, preferably in construction, estimating, or a related industry
  • Experience using DocuSign for document routing and execution
  • Proficiency in Microsoft Office Suite and Microsoft Outlook (calendar management required)
  • Experience with BuildingConnected or similar bid management platforms preferred
  • Strong organizational skills with the ability to manage multiple priorities
  • High attention to detail and documentation accuracy
  • Professional written and verbal communication skills