Estimating Coordinator

POSITION OVERVIEW:

The Estimating Coordinator plays a key role in the preconstruction and estimating process, supporting project teams in the preparation, coordination, and submission of competitive bids and proposals. This position ensures that all bid documentation, subcontractor communications, and proposal deliverables are completed accurately and on schedule. The Bid Coordinator works closely with estimators, preconstruction manager, estimating manager, and subcontractors to organize bid documents, maintain bid schedules, document integrity over multiple platforms and facilitate smooth communication throughout the bidding process.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES:

• Coordinate the end-to-end bid process for multiple projects simultaneously
• Review and distribute bid invitations, project specifications, and drawings to internal teams and subcontractors
• Maintain and update bid tracking logs, calendars, and prequalification databases
• Solicit, collect, and organize subcontractor and supplier bids
• Set up, maintenance, and ensuring system integrity amongst RSVC bid platform(s)
• Ensure timely submission of all bid proposals, prequalification forms, and supporting documents
• Assist estimators in preparing bid packages, quantity takeoffs, and cost summaries as needed
• Review bid requirements to ensure compliance with client and company standards
• Prepare and format proposal documents, including cover letters, forms, and narratives
• Communicate with clients, vendors, and subcontractors to clarify bid requirements and deadlines
• Support the marketing or business development team with Requests for Proposals (RFPs) and Requests for Qualifications (RFQs)
• Maintain accurate records of bid results, addenda, and project documentation

EDUCATION AND EXPERIENCE REQUIREMENTS:

• Associate or Bachelor’s degree in Construction Management, Engineering, Business Administration, or related field (preferred)
• 2–4 years of experience in construction administration, estimating support, or bid coordination (general contracting experience preferred)
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and project management or estimating software (e.g., Bluebeam, Procore, Building Connected)

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Working knowledge and comprehension of blueprints and plans, subcontractor proposals, and construction bid software
• Ability to work collaboratively across departments
• Strong team building and administration skills
• Reliable and consistent attendance
• Strong organizational skills with the ability to manage multiple projects and competing deadlines in a fast-paced environment
• High attention to detail and accuracy in document preparation, data entry, and bid submissions
• Excellent written and verbal communication skills
• Ability to prioritize tasks and work with minimal supervision
• Ability to maintain confidentiality of sensitive pricing and project information

PHYSICAL REQUIREMENTS:

• Ability to stand, walk, bend, stoop, and reach occasionally in an office setting or during jobsite visits
• Ability to lift, carry, push, or pull materials or equipment weighing up to 25 pounds on an occasional basis
• Ability to perform work primarily in a standard office environment with prolonged periods of sitting and working on a computer
• Regular use of hands and fingers for typing, handling documents, and operating office equipment
• Ability to read and interpret printed materials, construction drawings, and computer screens, including detailed documents and spreadsheets
• Extended screen time, necessitating regular breaks to prevent eye strain
• Ability to communicate clearly and effectively, both verbally and in writing
• Ability to travel to and safely navigate active construction sites as needed
• Ability to work extended hours as required by project schedules, deadlines, or urgent business needs

IT REQUIREMENTS:

• General knowledge and understanding of Microsoft Office Technology
• Teams/SharePoint/Outlook for Email/Word/Excel/PowerPoint
• ProCore, Bluebeam, Building Connected, TradeTapp, and similar estimating applications and software
• Sage and NetSuite experience
• General ability to utilize cellular phone/iPad or Tablet/Laptop for Work Purposes