Estimating Coordinator

Modern Niagara•Vaughan, ON

13h•CA$50,000 - CA$65,000

About The Position

The Estimating Coordinator supports the estimating team by coordinating bid documents, maintaining estimate folders and bid records, monitoring tender sites, and helping ensure pricing, tender requirements, and submission materials are organized and up to date. This role helps keep the estimating process moving smoothly from bid review through submission and post-bid support. This role helps the estimating team stay organized, meet deadlines, and submit complete and accurate bid packages. By keeping bid sites, supplier pricing, tender documents, and internal records current, the Estimating Coordinator supports strong project pursuit discipline and helps reduce missed information, late addenda, or incomplete documentation. Keep tender and bid information organized, current, and easy for the estimating team to access. Support accurate and timely bid submissions by tracking deadlines, addenda, pricing requests, and required documents. Maintain reliable supplier, subcontractor, bid, and estimating records to support consistent estimating processes.

Requirements

2+ years of administrative coordination, estimating coordination, construction administration, or related experience.
Strong organizational skills with the ability to manage multiple deadlines and changing priorities.
High attention to detail and accuracy when reviewing documents, pricing, and bid requirements.
Strong written and verbal communication skills with the ability to coordinate with internal teams, clients, suppliers, and subcontractors.
Proficiency with Microsoft Office, including Excel, Word, and Outlook.
Ability to work independently while supporting a collaborative estimating team.

Nice To Haves

Experience in construction, mechanical contracting, building services, manufacturing, engineering, or a similar environment.
Knowledge of tendering processes, construction drawings, specifications, addenda, and bid submissions.
Experience with estimating software, ERP systems, project management tools, or bid management platforms.
Experience working with supplier and subcontractor pricing or maintaining supplier databases.
Post-secondary education in business, construction, administration, or a related field.

Responsibilities

Manage and monitor bid sites, including downloading documents, tracking addenda, updating site login information, and notifying the appropriate estimator when new information is available.
Open, set up, and maintain estimate folders and project files so documents are organized and easy to locate.
Review tender packages, including instructions to bidders, and help extract relevant documents and requirements for the estimating team.
Assist with tender closing activities and help prepare technical bid packages with required supporting documents.
Prepare, organize, and distribute bid documents, drawings, specifications, and addenda.
Request, coordinate, and track pricing from suppliers and subcontractors.
Maintain an up-to-date supplier and subcontractor database.
Maintain the bid list and update it weekly, including bid status, awards, and project records.
Coordinate with clients, vendors, subcontractors, and internal departments regarding bid requirements and documentation needs.
Schedule meetings and support coordination of estimating team activities.
Update pricing in the estimating app, including monthly supplier pricing updates and applicable pricing updates for western offices.
Review documents for completeness and accuracy before submission and support post-bid document collection and project handoffs.
Generate reports and maintain records of bids, awards, and project status.
Provide general administrative support to the estimating team as required.