Estimating Coordinator

GENERAL JOB DESCRIPTION

The Estimating Coordinator position is a pivotal support role within the Estimating and Preconstruction Services department, primarily tasked with extensive administrative responsibilities and bid proposal preparation. Under the direction of the Senior Director of Preconstruction Services or the Director of Estimating, the Coordinator may also contribute to specific projects as needed. This role requires proficiency in various Preconstruction tools and resources, including Excel, Viewpoint, PlanSwift, and internet-based sourcing platforms.

DUTIES & RESPONSIBILITIES

• Administrative Support: Manage a broad range of administrative tasks to facilitate the smooth operation of the Estimating and Preconstruction Services department.
  • Set up job numbers for Estimating and Preconstruction Services, Architecture, and Operations.
  • Facilitate communication between internal teams, external stakeholders, and subcontractors as needed.
  • Utilize various resources such as Excel, Viewpoint, PlanSwift, and internet-based sourcing platforms to enter and gather relevant data and information for project analysis and proposal preparation.
  • Organize departmental outings and coordinate internal meetings.
  • Manage departmental supply needs including binder tabs and books.
  • Maintain subcontractor database information in contact management platform.

• Bid Proposal Preparation: Assist in the preparation of bid proposals, ensuring accuracy, completeness, and adherence to project requirements.
  • Develop and issue “Invitations to Bid” for projects, as needed.
  • Order bid documents.
  • Manage receipt of bid documents.
  • Build project bid form.
  • Complete initial draft bid letter prior to bid date.
  • Develop and maintain bid books.

• Project Participation: Collaborate with project teams as requested by senior management, providing administrative support and contributing to project-specific tasks.
  • Participate in large project bids by operating the bid form for the estimator.
  • Assist in sourcing, identifying, and contacting new subcontractors to bid projects.
  • Follow up with subcontractors on bids and questions.
  • Contact subcontractors with bid results.

• Subcontractor Resource Specialist (SRS) Oversight
  • Maintain weekly schedule of project assignments for SRS team.
  • Ensure weekly payroll submission.
  • Facilitate training of new SRS members.
  • Provide periodic quality control checks for calls being made.
  • Determine ROI for SRS program on a biannual basis by reviewing call results and submitted proposals from subcontractors.

• This role may evolve over time, with additional responsibilities assigned based on departmental needs and individual capabilities.

EDUCATION & TRAINING 

• Minimum high school diploma or equivalent; college level coursework preferred.
• A degree in Business Administration is a plus.
• Previous experience in administrative roles, preferably in the construction industry, is advantageous.

KNOWLEDGE & EXPERIENCE

• Basic understanding of construction processes, terminology, and industry standards a plus.
• Advanced proficiency in Microsoft Office Suite, particularly Excel.
• Proven experience in handling administrative tasks efficiently and effectively, with a focus on organization and attention to detail.
• Experience supporting project teams and coordinating activities to meet deadlines and project goals.

SKILLS & ABILITIES

• Effective verbal and written communication skills to interact with team members and external stakeholders in a courteous and professional manner.
• Strong time management and organizational skills with the ability to prioritize tasks and manage multiple deadlines efficiently in a fast-paced work environment.
• Ability to work independently and collaboratively within a team environment
• Exceptional attention to detail to ensure accuracy in bid proposals and administrative tasks.
• Ability to adapt to changing priorities and work effectively in a dynamic environment.

EEO STATEMENT

Parkway Construction is an equal opportunity employer. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws. This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, leave of absence, and compensation. Parkway makes hiring decisions based solely on qualifications, merit, and business needs at the time.