The Estimating Coordinator supports the estimating team while also providing administrative and operational support across the business, when availability allows. This role is responsible for coordinating bid activity, maintaining project and department data, organizing documents, preparing reports, and supporting meetings and events. The ideal candidate is organized, detail-oriented, service-minded, and able to manage multiple priorities in a fast-paced construction environment.
Key Responsibilities
Estimating and Bid Coordination
· Monitor bid invitations and route opportunities through the appropriate internal process.
· Review invitations for urgency, geographic fit, scope alignment, and contractor compatibility.
· Complete prequalification statements and coordinate supporting documentation, including financial statement requests.
· Download, organize, and maintain plans, specifications, addenda, RFIs, and other bid-related documents.
· Maintain accurate project details, bid statuses, follow-up dates, and related information in bid tracking systems.
· Track addenda and document releases and notify estimators of updates that may impact pricing or deadlines.
· Order plans, request bid bonds and insurance documents, and prepare bid submission materials.
· Create, revise, and organize post-bid documentation, hand-off materials, letters, spreadsheets, and meeting support documents.
· Assist with scheduling estimating meetings, hand-off meetings, and department meetings.
Reporting, Systems, and Administrative Support
· Generate and distribute weekly and monthly reports, summaries, and supporting documents using Bid Board, Plexxis, Excel, and other internal systems.
· Update manpower projections, backlog revenue projections, KPI reports, and other department tracking tools.
· Support expense reporting, report routing, file archiving, document migration, and record organization.
· Provide backup support for front desk coverage, phones, office supplies, snacks, kitchen/common areas, and other general office needs as assigned.
· Run, maintain, and route standard reports and assist with basic data administration across departments.
Qualifications
· 2+ years of administrative, coordination, estimating support, construction operations, or related experience preferred.
· Construction, subcontractor, or project support experience is strongly preferred.
· Strong organizational skills with the ability to manage multiple priorities and deadlines.
· High attention to detail and accuracy in document preparation, reporting, and data entry.
· Strong written and verbal communication skills.
· Proficiency with Microsoft Office, especially Excel, Word, and Outlook.
· Ability to learn and use internal systems such as bid tracking, ERP, reporting, and employee tracking tools.
· Professional judgment, discretion, and a collaborative, service-oriented approach.
Success in This Role
Success in this role means bid activity is organized and on time, reports and records are accurate, internal teams receive dependable support, and administrative processes run smoothly. The right person will bring structure, responsiveness, and strong follow-through while helping the business stay organized and efficient.
Pay: $60,000.00 - $65,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- AD&D insurance
- Dental insurance
- Employee assistance program
- Flexible spending account
- Fuel reimbursement
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Professional development assistance
- Referral program
- Vision insurance
Experience:
- construction: 3 years (Required)
- administrative: 5 years (Required)
- contract administration: 1 year (Preferred)
Location:
- Grand Rapids, MI 49548 (Required)
Work Location: In person
