Estimating Coordinator

First Atlantic Restoration•Virginia Beach, VA

9h•$18 - $20•Onsite

About The Position

First Atlantic Environmental (FAE) is seeking an Estimating Coordinator to prepare estimates, invoices, and bid documents for mitigation and structure/reconstruction projects. The role is primarily office-based and builds estimates from field documentation gathered by project managers, assistant project managers, and field technicians. Documentation may include photos, sketches, measurements, moisture and drying logs, and job notes. The coordinator manages each estimate through submission, follow-up, and approval. Projects include water, fire, mold, asbestos, and other environmental work in residential, commercial, and healthcare facilities, as well as occasional government bid work. The position also supports structure and bid work by preparing takeoffs, coordinating subcontractor quotes, and preparing bid packages, and supports mitigation work by reviewing project data, tracking job-cost concerns, preparing scopes of work, and creating invoices.

Requirements

At least 1 year of experience in estimating, invoicing, insurance claims, construction administration, or a similar office role.
Ability to become proficient in Xactimate and other estimating systems within the first 90 days.
Proficiency with Microsoft Office, including Word, Excel, and Outlook.
Valid driver’s license for occasional site visits.
Positive, professional attitude and willingness to go above and beyond for clients and team members.
Clear and effective written, verbal, and interpersonal communication skills.
Strong attention to detail and accuracy in data entry, pricing, and documentation.
Ability to manage multiple estimates, deadlines, and follow-ups simultaneously.
Ability to review field documentation and identify missing information before estimates are submitted.
Strong organizational skills for maintaining accurate records of estimates, supplements, bids, invoices, and client communications.
Ability to work with adjusters, clients, and team members to resolve questions and reach approval.
Proficiency with modern technology, estimating software, and job management software.
Willingness to learn mitigation and reconstruction methods, materials, and terminology.

Nice To Haves

Xactimate experience (strongly preferred).
Experience in the restoration, insurance, or construction industry.
Familiarity with IICRC standards, including S500 water damage and S520 mold remediation.
Experience preparing commercial or government bid packages.

Responsibilities

Build accurate estimates from field documentation and price the materials, labor, and equipment needed to return a property to pre-loss condition.
Prepare supplements and change orders as project scope requires.
Review job files for completeness and request missing photos, measurements, readings, or notes from the field team.
Submit estimates to adjusters, clients, or responsible parties; follow up until approval; track open estimates; and keep the project manager informed.
Serve as the office point of contact for questions about estimates, pricing, supplements, and approvals, escalating scope disputes to the project manager.
Build estimates and takeoffs for structure and bid work from field measurements, plans, and specifications.
Request and compare subcontractor quotes, including HVAC, electrical, and plumbing quotes.
Prepare bid forms, submittals, and commercial or government bid packages; track deadlines, submissions, and outcomes.
Prepare supplements for active jobs as scope changes and hand approved jobs off to the production team with a complete scope and budget.
Collect and review mitigation project data, including notes, photos, moisture and drying logs, labor, and equipment.
Flag job-cost issues and report concerns such as missing documentation, unbilled labor or equipment, and costs at risk of not being recovered.
Prepare a scope of work for completed mitigation services to accompany the invoice.
Create insurance or self-pay invoices in time-and-material or line-item format according to client needs and turn approved invoices over for collection.