ESTIMATING COORDINATOR

Reports to: Vice President of Estimating

FSLA: Hourly, Non-Exempt

Schedule: 30-40 hours per week, with flexibility based on the candidate’s preferred schedule.

The role may be structured to accommodate a schedule that works well for the both the successful candidate and the needs of the Estimating team.

Objective: The Estimating Coordinator provides administrative and operational support to the Estimating and Preconstruction team throughout the bidding and purchasing process. This role is responsible for coordinating bid documentation, managing trade partner communications, maintaining estimating systems and databases, and supporting overall preconstruction operations to ensure projects are organized, accurate, and efficiently managed.

RESPONSIBILITIES

Bid Process & Estimating Support

• Supports the Estimating team throughout the bid process.
• Performs QA/QC review of drawings and specifications, including creating page labels and bookmarks.
• Uploads drawings and specifications into Procore.
• Creates draft subcontractor/trade partner bid lists for review.
• Sets up projects for bidding within SmartBid.
• Drafts project descriptions and upload pricing documents.
• Issues Invitations to Bid (ITBs).
• Sends notifications to bidders regarding site visits and addenda.
• Creates and maintain Request for Information (RFI) logs.
• Contacts invited trade partners to confirm bidding intentions and track responses within SmartBid.
• Communicates bid coverage status to the preconstruction team.
• Receives, organizes, and saves proposals in Procore and ODrive for team review.
• Coordinates with specialty contractors and suppliers as needed.
• Maintains ongoing communication with trade partners regarding existing and upcoming project opportunities.

Purchasing Support

• Supports the Purchasing process by tracking prequalification invitations and responses.
• Saves and distributes prequalification information within SharePoint for project team review.
• Tracks trade partner awards within SmartBid and other internal databases.
• Maintains purchasing-related tracking information, including workloads, accepted bids, proposed work, and awards.
• Communicates proposal and purchasing status updates with trade partners.
• Sends notifications to subcontractors and bidders who were not selected for awarded projects.

Trade Partner Management

• Maintains and updates the master trade partner bid list within SmartBid in coordination with the Chief Estimator.
• Monitors trade partner ratings within QuickBase and communicate concerns to the estimating team.
• Serves as the primary point of contact for new subcontractors interested in working with Windover.
• Gathers and organizes information for estimating team review.
• Monitors new trade partner registrations.
• Monitors preconstruction and estimating website inquiries and route appropriately.
• Answers incoming calls and direct inquiries as needed.

Estimating Team Coordination

• Works with the Vice President of Estimating to maintain and update the Estimating Schedule.
• Updates schedules and project notes during weekly estimating meetings.
• Tracks and maintains historical cost data.
• Maintains and updates the MBE/WBE directory within SmartBid.

Administrative Responsibilities

• Codes monthly charges for the Senior Vice President of Preconstruction within the company financial system.
• Coordinates and supports trade partner visits, meet-and-greet events, lunch-and-learns, and appreciation events as needed.

Skills

• Proven ability to lead, coach, and support others.
• Strong organizational skills with the ability to manage multiple priorities.
• Clear and professional written and verbal communication.
• High attention to detail and follow-through.
• Proficiency with Microsoft Office, Procore, SmartBid, SharePoint, QuickBase or similar systems.
• Comfortable learning and adapting to new technology and tools.

Personal Attributes

• Collaborative, dependable, and service-oriented.
• Proactive, solutions-focused, and accountable.
• Strong sense of urgency and time management.
• Willingness to document processes and support onboarding and training.

Qualifications:

• Bachelor’s degree strongly preferred.
• Previous administrative, estimating, or construction industry experience preferred.

WORK ENVIRONMENT, PHYSICAL AND MENTAL DEMANDS

Work Environment, Physical Demands, and Mental Demands:

The work environment, physical demands, and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals to perform the essential functions.

Physical Demands while performing the duties of this job:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The employee may lift heavy objects no heavier than 50 lbs. without assistance, walks and stands for long periods of time and performs strenuous physical labor under adverse field conditions. The employee lifts, pushes, pulls or carries objects; and uses abdominal and lower back muscles to provide support over time without fatigue.

The position requires:

• • Good manual dexterity (hand, hand with arm, two hands) and multi-limb coordination
  • The ability to quickly move arms and legs
  • Talking and hearing, both in person and by telephone

Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus. The employee must have excellent stamina.

Mental Demands while performing the duties of this job:

• • Regularly required to use written and oral communication skills; read and interpret data, information and documents; observe and interpret situations; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks; and work under intensive deadlines with frequent interruptions.

Nothing in this Job Description restricts Windover’s right to assign or reassign duties and responsibilities to this position at any time. This position is at will, which means that either the employee or Windover may terminate the employment relationship at any time, with or without notice and for any reason or no reason.

About Windover Construction:

A global leader in construction management and innovation, Windover creates state-of-the-art commercial and institutional spaces, urban multi-family communities, and sophisticated custom homes. As a 100% employee-owned firm, Windover is dedicated to the core purpose of building great things with great people, and its team of skilled professionals possesses a deep understanding of the construction process. Windover collaborates with clients and partners to provide a positive experience from inception to completion and has been recognized for its exceptional work with numerous industry awards. The firm is headquartered in Beverly, Massachusetts. For information on Windover, visit the company website at www.windover.com. For inquiries about job opportunities at Windover, please contact Kelsie Thomson at kthomson@windover.com