Estimating Coordinator

Swinerton•Los Angeles, CA

4d•$22 - $33

About The Position

Summary: To provide estimating support to Estimating Department Job Description: POSITION RESPONSIBILITIES AND DUTIES: • Ability to perform all essential duties of Junior Administrative/Jr. Project Assistant • Maintain subcontractor database • Assist with maintaining good business relationship with suppliers and subcontractors • Assist with telephone contact of subcontractors • Prepare proposals, bid packages, and mailings (MBE solicitations) • Secure plans • Maintain faxes in Bid Room • Coordinate w/printer vendors for blueline printing/ordering • Participate in taking bid information on bid day • Update the estimating schedule and bid information boards in estimating department and plan room on a weekly basis • Coordinate advertisements to subcontractor bids on selected projects; monitor trade papers to ensure that all information provided is correctly stated • Secure bidding documents as requested • Set up bid/proposal serial number and official file • Formalize and submit prospective job information sheet and associated documents for division and corporate review • Assist estimator-in-charge with subcontractor outreach for bids; generate subcontractor fax/phone lists, send faxes, assist with drawing/specification distribution; check plan room sign-in sheet for subs working on specific jobs; make phone calls and follow up • Perform quantity surveys as requested • Type and distribute pre-bid conference/job walk written report(s) as prepared by the estimator-in-charge; attend pr-bid conference/job walk as requested • Formalize bid teams; assist in confirming availability of bid team members; publish final list; post lists on bid day • Assist in arranging and formalizing pre-bid bid team meetings; confirm attendance • Prepare bid form and associated document which must accompany the bid form including bid bond and bid envelopeAssist in assembling bid day subcontractor/bidder spread sheets • Review and maintain MBE/WBE requirements on a bid-by-bid basis; maintain MBE/WBE program in conjunction with corporate coordinator • Assist with bid day coordination and /or handle specification sections(s) as required by assignment; set up bid day filing system; copy and make available to bid team members bid forms, specification indexes, telephone quote sheets, etc. • Finalize and distribute formal post-bid reports • Maintain, log and file final bid files and budget/GMP files • Update subcontractor and MBE/WBE databases; update current information including addresses, phone numbers, fax numbers and contacts; periodically issue updated sub lists to Estimating Department • Maintain orderly plan room • Prepare bid packages for interiors proposals including preparation of trade cost breakdowns, drawings lists, GC/Fee breakdown and notes and clarifications • Complete other responsibilities as assigned

Requirements

High School Diploma or equivalent
Two years of business or secretarial school, or the equivalent combination of training and experience
Minimum two years secretarial or clerical experience in addition to above training
Ability to keyboard 45 wpm accurately
Proficient in knowledge and use of word-processing and spreadsheet software
Working knowledge of general office procedures and office machines
Proficient in English verbal communication skills, including professional telephone manner
Proficient in written communications skills, including business writing skills
Reliability, dependability and flexibility

Responsibilities

Ability to perform all essential duties of Junior Administrative/Jr. Project Assistant
Maintain subcontractor database
Assist with maintaining good business relationship with suppliers and subcontractors
Assist with telephone contact of subcontractors
Prepare proposals, bid packages, and mailings (MBE solicitations)
Secure plans
Maintain faxes in Bid Room
Coordinate w/printer vendors for blueline printing/ordering
Participate in taking bid information on bid day
Update the estimating schedule and bid information boards in estimating department and plan room on a weekly basis
Coordinate advertisements to subcontractor bids on selected projects; monitor trade papers to ensure that all information provided is correctly stated
Secure bidding documents as requested
Set up bid/proposal serial number and official file
Formalize and submit prospective job information sheet and associated documents for division and corporate review
Assist estimator-in-charge with subcontractor outreach for bids; generate subcontractor fax/phone lists, send faxes, assist with drawing/specification distribution; check plan room sign-in sheet for subs working on specific jobs; make phone calls and follow up
Perform quantity surveys as requested
Type and distribute pre-bid conference/job walk written report(s) as prepared by the estimator-in-charge; attend pr-bid conference/job walk as requested
Formalize bid teams; assist in confirming availability of bid team members; publish final list; post lists on bid day
Assist in arranging and formalizing pre-bid bid team meetings; confirm attendance
Prepare bid form and associated document which must accompany the bid form including bid bond and bid envelopeAssist in assembling bid day subcontractor/bidder spread sheets
Review and maintain MBE/WBE requirements on a bid-by-bid basis; maintain MBE/WBE program in conjunction with corporate coordinator
Assist with bid day coordination and /or handle specification sections(s) as required by assignment; set up bid day filing system; copy and make available to bid team members bid forms, specification indexes, telephone quote sheets, etc.
Finalize and distribute formal post-bid reports
Maintain, log and file final bid files and budget/GMP files
Update subcontractor and MBE/WBE databases; update current information including addresses, phone numbers, fax numbers and contacts; periodically issue updated sub lists to Estimating Department
Maintain orderly plan room
Prepare bid packages for interiors proposals including preparation of trade cost breakdowns, drawings lists, GC/Fee breakdown and notes and clarifications
Complete other responsibilities as assigned