Estimating Prequal Coordinator

About the role

At Baker Electric we are energized by truly living our values—Team Builders, Relentless Follow Through, All-In, and Care for Others. When our team members work together with these things in mind, we do great things both individually and as an organization. Being an employee-owned company shows our drive for sustainable, long-term growth while enhancing the lives of our team members.

This position is both administrative and customer service focused in nature with a focus on driving revenue goals. This is a non-exempt, individual-contributor role.

Responsibilities

• Support the Estimators with bids from the initial setup to final closeout of the bid process.
• Upload and download bid-related files from the internet as specified by the General Contractor (GC).
• Meet with the lead Senior Estimator to coordinate any special breakouts or documents needed and determine if additional team members will need access to those documents.
• Set up projects in Salesforce and maintain current bid information on the Salesforce Objects (Opportunity, Estimate, Proposal, etc.).
• Set up bid meetings and bid wraps with Estimators and Operations using Outlook and Microsoft Teams.
• Upon winning a project, set up hand-off folders and coordinate with Operations for hand-off meetings via Outlook/Teams.
• Set up Accounting Estimate Breakdown (AEB) review meetings with Operations.
• After AEB is completed, ensure the Accubid project and LiveCount drawing with annotations that correlate with the AEB are saved to the Hand-off folder for Operations use.
• Prior to hand-off meetings, ensure all files have been included in the hand-off folder for Operations.
• Set up new project folders in SharePoint and organize folder structure based on the Template so that all folders follow the same format.
• Check Drawing Index on plans and table of contents to verify that we have all documents as indicated. If any documents are missing, reach out to the GC and request all missing information and documents.
• Organize, label, and electronically file documents into SharePoint and Accubid.
• Set up Accubid project in Classic and LiveCount for multiple estimators. Link all drawings to the Accubid project.
• Ensure information released to Estimators and Project Management is complete, accurate, and well organized.
• Understand and utilize storage technology to execute disciplined document control.
• Utilize and maintain estimating software, such as Building Connected and Bid Board in Salesforce.
• Set up Building Connected (software) to reflect all bid documents for our subcontractors and vendors.
• Publish requests for pricing to our subcontractors and vendors.
• Coordinate any email quotes received and upload to Building Connected.
• Download and save all pricing from subcontractors & vendors to SharePoint in the project folder for hand-off meetings.
• Set up new subcontractors & vendors and maintain contact information. A new vendor form needs to be submitted to accounting before the project starts.
• Support and maintain Salesforce (CRM) for Estimators and Sales staff.
• Coordinate information needed to be included in preparation of proposals and prequalification packages.
• Review and identify key points within Request for Qualifications / Proposals (RFQ’s/RFP’s) so that these points can be addressed early by the appropriate employee.
• Coordinate and request required Bid Bonds when requested.
• Assist in preparing project bid packages, including completing bid documents, envelopes, forms, etc. when necessary.
• Proofread and assemble final proposal and bid submissions for GCs and owners.
• Promote and maintain a professional and cooperative relationship with all clients and company personnel.
• Call and email Vendors for quotes, qualifications, and other information as requested.
• Provide general assistance to accounting, estimating, and construction staff.
• Perform overtime work as required and special projects as needed.
• Attend pre-bid and job-walk meetings as needed. These meetings may be online, at the proposed job site, or other designated meeting places.
• Deliver bids for public works to designated locations, recording last-minute bid information and submitting it on time.
• Prepare complex prequalification packages requiring data collection and data entry (100+ annually).
• Review and identify key points within RFQ’s/RFP’s that need attention from internal resources.
• Coordinate with individuals and departments to obtain information to be included from internal resources—this may involve email, phone calls, and in-person meetings.
• Prepare Project Information Sheets from existing templates for all sizable projects. These sheets will be used to generate website content as well as proposal content and prequal responses.
• Create and continually update Professional Resumes for key personnel from existing templates for inclusion in proposal packages and bids.
• Create project profile packages directed at specific markets.
• Populate, update, and maintain Marketing Database in Spectrum and Salesforce.
• Utilize Spectrum to create Estimating Feedback Reports.
• Perform coordination for Pre-Construction meetings throughout the year (internal and external), owning the meeting planning process from initial meeting, scheduling, to vendor coordination.
• Other responsibilities not specifically listed may be required from time to time.

Requirements

• 1-3 years of administrative experience required (professional or internships).
• Proficiency in Microsoft Excel, Word, Outlook, PowerPoint.
• Proven ability to learn or utilize engineering programs or relatable CRM/Cloud-based software like Salesforce.
• Event/Meeting Coordination (beyond just ordering lunch).
• High school diploma or general education degree (GED) required; bachelor’s degree a plus.
• Construction industry experience a plus.
• Adobe InDesign, Photoshop, and Bridge a plus.
• Proven ability to keep a positive attitude and organized mindset in a fast-paced, changing environment.

Benefits

At Baker, we are proud to be an employee-owned company. When you join, you will have the opportunity for a great career and the financial benefits of being an owner. Through our ESOP (Employee Stock Ownership Plan), eligible employees can become part owners of the company. Instead of just receiving a paycheck, you will be given shares of the company's stock over time. As the company prospers, the value of these shares can increase, providing you with a potential wealth-building opportunity in addition to a competitive compensation package. The ESOP will enable you to share the company's success and growth.

Pay

The starting salary for this opportunity is based on a range. Other rewards may include annual bonus eligibility based on company and individual performance, short- and long-term incentives, and program-specific awards. Baker provides a variety of benefits to employees, including health insurance coverage, an employee wellness program, life and disability insurance, a retirement savings plan, an Employee-Owned Program (ESOP), paid holidays, and paid time off (PTO). A candidate’s salary history will not be used in compensation decisions.