Estimating Administrator – Iron Horse Companies
About Iron Horse Companies
Since our establishment in 2009, Iron Horse Companies has grown into one of the largest Commercial Plumbing Contractors in the state. We specialize in a variety of projects including Multifamily, Hotels, Schools, and Commercial Construction. As our company continues to grow across multiple regions and expand our mechanical and construction operations, we are looking for dedicated professionals who want to grow with us.
At Iron Horse Companies, we prioritize teamwork, accountability, innovation, and operational excellence while maintaining a strong company culture focused on long-term success.
Position Overview
Iron Horse Companies is seeking a highly organized and detail-oriented Estimating Administrator to support our estimating department at our Gilbert, AZ headquarters. This role serves as a critical support function for our estimating team, helping manage bid documentation, subcontractor outreach, proposal organization, and administrative coordination throughout the bid and preconstruction process.
The ideal candidate will have experience in construction administration, estimating support, or preconstruction coordination. This individual must be able to manage multiple deadlines simultaneously while maintaining accuracy, professionalism, and strong communication with internal teams and external partners.
Key Responsibilities
- Support the estimating team by managing bid calendars, deadlines, and submission requirements
- Assist in the preparation and assembly of bid proposals, RFQ responses, and prequalification packages
- Distribute bid invitations to subcontractors and vendors and track responses and coverage
- Download, organize, and maintain project plans, specifications, and addenda from online plan rooms and owner portals
- Manage and maintain the estimating database including subcontractor lists, vendor contacts, and historical bid data
- Coordinate with project managers, field leadership, and accounting during project handoff after award
- Track and log all active bids, bid results, and awarded projects
- Assist with subcontractor prequalification, insurance certificate tracking, and vendor setup
- Maintain organized digital filing systems for all estimating and preconstruction documentation
- Support estimators with takeoff tools, software coordination, and document management
- Assist with additional administrative and operational tasks as assigned
Qualifications
- 2+ years of administrative experience in construction, estimating, or a related field preferred
- Familiarity with the construction bid process and preconstruction workflows is strongly preferred
- Strong organizational skills and ability to manage multiple priorities and deadlines
- Proficiency in Microsoft Office, particularly Excel, Word, and Outlook
- Experience with Procore, Bluebeam, or estimating software a plus
- Excellent written and verbal communication skills
- Detail-oriented with a high sense of urgency and follow-through
- Ability to maintain confidentiality and professionalism at all times
What We Offer
- Competitive pay based on experience
- Medical, Dental, and Vision Insurance
- Paid Time Off and Paid Holidays
- 401(k) with company match
- Career advancement opportunities within a rapidly growing company
- Team-oriented environment focused on innovation and continuous improvement
Pay: $23.00 - $26.00 per hour
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Referral program
- Vision insurance
Application Question(s):
- Have you supported Plumbing, HVAC, or any construction service trades?
- Are you comfortable communicating professionally with vendors, subcontractors, and internal teams via phone and email?
- What softwares do you have experience with?
Experience:
- Administration support : 2 years (Required)
Work Location: In person
