Bid & Estimating Coordinator Position Summary
We are seeking a highly organized, detail-oriented Bid & Estimating Coordinator to support our estimating and sales process. This person will be responsible for keeping bids, quotes, and job documentation organized and moving on schedule.
This is an administrative role with a strong emphasis on organization, accuracy, follow-through, and Excel proficiency. The ideal candidate enjoys creating order, keeping track of deadlines, and making sure nothing falls through the cracks.
Key Responsibilities
- Manage the Bid Calendar
- Maintain and update all bid dates, deadlines, and related milestones.
- Track upcoming bids and ensure the appropriate team members are aware of deadlines.
- Follow up internally to make sure bids are completed and submitted on time.
- Prepare & Send Quotes
- Prepare quotes using information provided by estimators and project personnel.
- Review quotes for accuracy, formatting, and completeness.
- Send completed quotes to customers and maintain accurate records of what was sent.
- Track revisions and updated pricing when necessary.
- Create & Maintain Job Folders
- Create standardized electronic and/or physical job folders for new projects.
- Ensure required documents are properly named, filed, and organized.
- Maintain consistent folder structures so project information can be easily located.
- Transfer and organize bid information when a project is awarded.
- Estimating & Administrative Support
- Assist the estimating team with spreadsheets, bid documents, customer information, and general administrative tasks.
- Enter and maintain accurate information in company spreadsheets and systems.
- Help improve administrative processes and keep estimating documentation organized.
- Perform other administrative duties as needed to support the estimating and project teams.
Qualifications
- Strong Microsoft Excel skills are required.
- Excellent organizational and time-management skills.
- Exceptional attention to detail and accuracy.
- Ability to manage multiple deadlines and priorities simultaneously.
- Strong written and verbal communication skills.
- Comfortable working with numbers, spreadsheets, and detailed documentation.
- Ability to work independently and follow established processes.
- Strong computer skills, including Microsoft Outlook, Word, and Excel.
- Previous administrative, estimating, construction, manufacturing, or project coordination experience is preferred but not required.
What Success Looks Like
The right person for this position is someone who:
- Knows what bids are due and when without needing to be reminded.
- Keeps files and job information exceptionally organized.
- Catches missing information and small errors before they become problems.
- Makes sure quotes get sent accurately and on time.
- Is comfortable building, updating, and working within Excel spreadsheets.
- Follows through on tasks and doesn't allow details to fall through the cracks.
- Creates structure and organization for the people around them.
Ideal Candidate
You may be a great fit if people regularly describe you as organized, dependable, meticulous, and proactive. You enjoy administrative work, are comfortable supporting several people at once, and take satisfaction in keeping a busy office or department running smoothly.
This position is an important support role within the company. While much of the work happens behind the scenes, the Bid & Estimating Coordinator plays a key role in ensuring opportunities are responded to professionally, accurately, and on time.
Pay: $20.00 - $25.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
