Estimating Coordinator

Position Type : Full Time Schedule : Monday to Friday, 8AM to 5PM CST About the Company A well-established company specializing in engineering, procurement, and construction project execution. With a strong commitment to safety, team success, client experience, and continuous improvement, the company prides itself on delivering high-quality projects efficiently and effectively. About the Role The Estimating Administrator provides administrative and coordination support to the Estimating and Project Management teams throughout the Pre-Contract and Contract phases. This role focuses on optimizing proposal and estimating workflows through document control, scheduling, bid tracking, subcontractor coordination, and data organization. Responsibilities Administrative & Coordination Support: Perform administrative tasks for Estimating and Project Management teams. Schedule project meetings, bid reviews, and handover sessions via Outlook and Teams. Maintain the Bid Schedule, tracking all projects in the estimating and proposal phase. Distribute weekly bid schedules (Monday and mid‑week). Update and distribute the Bid Forecast showing current bids, pending proposals, wins, and losses. Provide Business Development with a two‑month proposal look‑ahead. Data Management and Reporting: Maintain organized digital files of estimates, proposals, vendor quotes, and project documentation. Track and analyze estimated data such as man‑hours, budget vs. actuals, and other metrics using Excel. Assist in preparing departmental workload and forecasting reports. Assist in populating project data for the project management department (ex. Customer scorecards, metrics tracking, auditing/expediting PM metrics) Assist in tracking and maintaining customer survey information for project management Pre‑Construction Document Control: Receive, organize, and maintain project files received from clients or internal teams. Verify document transmittals and Master Document Lists for completeness and flag missing documents. Manage addenda and revisions: update folders and notify project teams and vendors. Prepare subcontractor solicitation packages including Scope of Work, Drawing Lists, and Bid Forms. Support the team in sending RFQs and tracking vendor quote status in shared folders or tracking sheets. Follow up with vendors for pricing updates and due dates; summarize received bids for team review. Assist in preparing comparison summaries (Bid Tabs) and formatting recommendation sheets. Proposal Support: Assist with proposal formatting, proofreading, and assembling supporting documents such as resumes, org charts, and project experience. Upload proposals and manage submission records in company systems. Departmental Support: Attend weekly estimating meetings and provide updates on assigned tasks. Support transition of project data from Estimating to Construction during project award. Assist project managers in updating internal project information (ex. Project progress, purchase orders, change orders, etc) Assist project managers in compiling and distributing weekly external project reporting Assist in updating departmental work processes (edits, communication of new revisions and auditing) Competencies and Qualifications Must‑Have Minimum 3–7 years of experience in a construction, engineering, or estimating support role. Highly organized, detail‑oriented, and process‑driven with proven ability to manage multiple priorities and meet strict deadlines. Excellent written and verbal English communication skills. Advanced proficiency in Microsoft Office Suite (Outlook, Word, Teams). Strong Excel skills, including the ability to utilize complex formulas, perform data analysis, and apply professional formatting. Nice‑to‑Have Capital projects or maintenance for industrial facilities. Knowledgeable with Estimating tools (ex: Bluebeam) Familiarity with process equipment, piping and piping components, civil, structural, etc. Experience with Engineering, Procurement, Construction (EPC) companies. What We Offer 100% Remote Work 13th Month Pay Free Learning and Development Programs Seniority Level Mid‑Senior level Employment Type Full‑time Job Function Administrative, Project Management, and Management Industries Oil and Gas, Engineering Services, and Construction #J-18808-Ljbffr