Estimating Coordinator

Swinerton•New York, NY

1d•$20 - $35

About The Position

The Estimating Coordinator provides administrative and operational support to the Estimating Department. The role supports estimating activities throughout the bid process, including subcontractor outreach, bid package preparation, bid-day coordination, bid documentation, and maintenance of estimating records and databases. The coordinator also supports MBE/WBE requirements and maintains the plan room and related estimating information.

Requirements

High school diploma or equivalent.
Two years of business or secretarial school, or an equivalent combination of training and experience.
At least two years of secretarial or clerical experience in addition to the above training.
Ability to keyboard accurately at 45 words per minute.
Proficiency with word-processing and spreadsheet software.
Working knowledge of general office procedures and office machines.
Proficient English verbal communication skills, including a professional telephone manner.
Proficient written communication skills, including business writing.
Reliability, dependability, and flexibility.

Responsibilities

Perform all essential duties of a Junior Administrative/Junior Project Assistant.
Maintain subcontractor databases and assist with maintaining positive business relationships with suppliers and subcontractors.
Assist with telephone contact and outreach to subcontractors.
Prepare proposals, bid packages, and mailings, including MBE solicitations.
Secure plans and bidding documents as requested, and maintain faxes in the Bid Room.
Coordinate with printer vendors for blueline printing and ordering.
Participate in receiving bid information on bid day.
Update the estimating schedule, bid information boards, and plan room information weekly.
Coordinate advertisements for subcontractor bids on selected projects and monitor trade papers for accuracy.
Set up bid/proposal serial numbers and official files.
Formalize and submit prospective job information sheets and associated documents for division and corporate review.
Assist the estimator-in-charge with subcontractor outreach, fax and phone lists, drawing and specification distribution, plan-room sign-in checks, calls, and follow-up.
Perform quantity surveys as requested.
Type and distribute written reports from pre-bid conferences and job walks, and attend them when requested.
Formalize bid teams, confirm member availability and attendance, publish final lists, and post lists on bid day.
Assist in arranging and formalizing pre-bid team meetings and confirming attendance.
Prepare bid forms and accompanying documents, including bid bonds and bid envelopes.
Assist in assembling bid-day subcontractor/bidder spreadsheets.
Review and maintain MBE/WBE requirements on a bid-by-bid basis and maintain the MBE/WBE program with the corporate coordinator.
Assist with bid-day coordination or handle assigned specification sections; set up bid-day filing systems and make bid forms, specification indexes, telephone quote sheets, and related materials available to bid team members.
Finalize and distribute formal post-bid reports.
Maintain, log, and file final bid files and budget/GMP files.
Update subcontractor and MBE/WBE databases with current contact information and periodically distribute updated subcontractor lists to the Estimating Department.
Maintain an orderly plan room.
Prepare bid packages for interiors proposals, including trade cost breakdowns, drawing lists, GC/fee breakdowns, notes, and clarifications.
Complete other responsibilities as assigned.