Estimating Prequal Coordinator

Talent Team•Escondido, CA

22h•$26 - $30

About The Position

The Estimating Prequal Coordinator will assist with coordinating projects and paperwork (online and hardcopy) in support of producing and assembling accurate bids and accurate Pre-Qualification submittals. Primary responsibility is to keep projects and all project information in order, up-to-date, and accurate to ensure and enhance the profitability of the department. This position may also include establishing and maintaining working relationships with vendors and subcontractors. This position is both administrative and customer service focused in nature with a focus on driving revenue goals. This is a non-exempt position that is an individual contributor.

Requirements

1-3 years of administrative experience required (professional or internships)
Proficiency in Microsoft Excel, Word, Outlook, PowerPoint
Proven ability to learn or utilize Engineering programs or relatable CRM/Cloud based software like Salesforce
Event / Meeting Coordination (beyond just ordering lunch)
High school diploma or general education degree (GED) required
Construction industry experience a plus
Proven ability to keep a positive attitude and organized mindset in a fast-paced changing environment

Nice To Haves

bachelor’s degree a plus
Adobe InDesign, Photoshop, and Bridge a plus

Responsibilities

Support the Estimators with bids from the initial setup to final closeout of the bid process.
Upload and download bid-related files from internet as specified by the General Contractor (GC).
Meet with the lead Senior Estimator to coordinate any special breakouts or documents needed and if any additional team members will need access to those documents.
Set up projects in Salesforce and maintain current bid information on the Salesforce Objects (Opportunity, Estimate, Proposal, etc.).
Set up bid meetings and bid wraps with Estimators and Operations using Outlook set them up as a Microsoft Team’s meeting.
Upon winning a project, set up hand-off folders and coordinate with Operations for hand-off meetings via Outlook/Teams.
Set up Accounting Estimate Breakdown (AEB) review meetings with Operations.
After AEB is completed make sure the Accubid project and LiveCount drawing with annotations that correlate with the AEB are saved to the Hand-off folder for Operations use.
Prior to the hand-off meetings ensure that all files have been included in the hand-off folder for operations.
Set up new project folders in SharePoint and organize folder structure based on the Template so that all folders follow the same format.
Check Drawing Index on plans and table of contents to verify that we have all documents as indicated. If any documents are missing reach out to the GC and request all missing information and documents.
Organize, label and electronically file documents into SharePoint and Accubid.
Set up Accubid project in Classic and LiveCount for multiple estimators. Link all drawings to the Accubid project.
Ensure information released to Estimators and Project Management is complete, accurate and well organized.
Understand and utilize storage technology so we execute disciplined document control.
Utilize and maintain estimating software, such as, Building Connected and Bid Board In Salesforce.
Set up Building Connected (software) to reflect all bid documents for our subcontractors and vendors.
Publish requests for pricing to our subcontractors and vendors.
Coordinate any email quotes received and upload to Building Connected.
Download and save all pricing from subcontractors & vendors to SharePoint in the project folder for hand-off meetings.
Set up new subcontractors & vendors and maintain contact information. A new vendor form needs to be submitted to accounting before the project starts.
Support and maintain Salesforce (Salesforce is a database software (CRM)) for Estimators and Sales staff.
Coordinate information needed to be included in preparation of proposals and prequalification packages.
Review and identify key points within Request for Qualifications / Proposals (RFQ’s/RFP’s) so that these points can be addressed early by the appropriate employee.
Coordinate and request required Bid Bonds when requested.
Assist when needed to prepare project bid packages, including completing bid documents, envelops, forms, etc. when necessary.
Proofread and assemble final proposal and bid submissions for GCs and owners.
Promote and maintain a professional and cooperative relationship with all clients and company personnel.
Call and email Vendors for quotes, qualifications, and other information as requested.
General assistance to accounting, estimating, and construction staff.
Perform overtime work as required and special projects as needed.
Attend pre-bid and Job -walk meetings as needed. These meeting may be online, at the proposed job site or other designated meeting place.
Deliver bids for public works. Got to designated locations where you will need to write down last minute bid information and submit at to destination. Be aware that many of these have a bid due date and time that it needs to be turned in, if it is late it will not be accepted.
Prepare complex prequalification packages requiring data collection and data entry (100+ annually).
Review and identify key points within RFQ’s/RFP’s that need attention from internal resources.
Coordinate with Individuals and departments to obtain information to be included from internal resources – this may involve 1 or all of the following points of contact: email, phone calls, and in person meetings.
Prepare Project Information Sheets from existing templates for all sizable projects. These sheets will be used to generate website content as well as proposal content and prequal responses.
Create and continually update Professional Resumes for Key personnel from existing templates for inclusion in proposal packages and bids.
Create project profile packages directed at specific markets.
Populate, update, and maintain Marketing Data Base in Spectrum and Salesforce.
Estimating Feedback / Analysis – utilizing Spectrum create Estimating Feedback Reports.
Perform coordination for Pre-Construction meetings throughout the Year (Internal and external), owning the meeting planning process from initial meeting, scheduling, vendor coordination.
Other responsibilities not specifically listed may be required from time to time.