Estimating Coordinator

Position Summary:

The Estimating Coordinator provides critical administrative and operational support to a high-performing Estimating Team. This role is responsible for coordinating bid communication and coordination, documentation control, workflows, maintaining organized project records, and supporting scheduling logistics. The position is responsible for ensuring the accuracy, organization, and efficiency of estimating processes, supporting estimators throughout the pursuit lifecycle, and maintaining strong communication with internal teams and external trade partners.

Key Responsibilities:

Bid and Contract Administration

• Manage BuildingConnected platform, including subcontractor database maintenance, bid list development, and prequalification tracking
• Develop and maintain targeted subcontractor bid lists
• Generate and distribute Invitations to Bid (ITBs) in coordination with estimators
• Order, distribute, and electronically index project drawings and specifications.
• Track bid activity, follow up with trade partners, and support coverage efforts along with Estimators; Identify gaps in trade coverage early and help drive outreach
• Help assemble final bid deliverables, including formatting, QA/QC, and submission logistics
• Work with Purchasing to coordinate handoffs between Estimating, Operations and Purchasing

Estimating Operations & Schedule

• Help Leadership to maintain and update estimating schedules in Asana, including staffing and task tracking
• Manage project/task numbers for new pursuits and projects
• Generate and distribute excel schedule reports to leadership
• Ensure user access and system data accuracy within scheduling tools
• Set up file structure for new projects and QA/QC the file structure to ensure compliance by Estimators.

Software & System Administration

• Support estimating platforms (e.g., Ediphi, BuildingConnected, OST, Togal.AI, Preconstruction dashboard)
• Assist with user setup, permissions, project configuration, printing, etc.
• Troubleshoot basic system issues and coordinate with IT/software vendors
• Promote consistent use of systems and workflows across the department
• Help maintain accurate information on all platforms

Administrative, Outreach & Team Support

• Help ensure the department retains a good atmosphere. This includes planning & coordinating events such as outings, lunches, internal events, volunteer opportunities
• Provide responsive customer service and administrative support to estimators
• Manage Outlook calendars for department leadership and team members as assigned
• Schedule meetings and coordinate logistics, including reserving conference rooms
• Assist with internal and external correspondence related to estimating activities
• Coordinate and schedule Lunch & Learn sessions with potential trade partners, including logistics, invitations, and meeting arrangements
• Serve as Suffolk’s central website contact for subcontractor prequalification submissions and general inquiries, ensuring timely routing and response
• Check all copiers and printers within the department, fill them with paper, staples, toner, etc.
• Code Estimating invoices for payment
• Order Estimating Department supplies
• Work with reprographics companies to order documents.
• Maintain Estimating and Preconstruction documents along with all Riders on the Estimating Drives and OneSuffolk
• Work with IT to keep Estimating information page on Suffolk website updated
• Set-up and train new employees on software systems and general estimating processes.
• Help standardize procedures across the department
• Act as a trusted resource to leadership by maintaining awareness of team dynamics and proactively flagging concerns or opportunities for improvement

Qualifications:

• 2+ years of administrative or coordination experience, preferably in construction, estimating, or a related industry
• Experience using DocuSign for document routing and execution
• Proficiency in Microsoft Office Suite and Microsoft Outlook (calendar management required)
• Experience with BuildingConnected or similar bid management platforms preferred
• Strong organizational skills with the ability to manage multiple priorities
• High attention to detail and documentation accuracy
• Professional written and verbal communication skills

While performing the duties of this job, the employee is regularly required to sit for long periods of time; talk or hear; perform fine motor, hand and finger skills in the use of a keyboard, telephone, or writing. The employee is frequently required to stands; walk; and reach with arms and/or hands. Specific vision abilities include close vision, distance vision, depth perception and the ability to adjust focus. The employee will spend their time in an office environment with a quiet to moderate noise level. Job site walking.

Suffolk provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, pregnancy or maternity, national origin, citizenship, genetic information, disability, protected veteran, gender identity, age or any other status protected by law.  This policy applies to recruiting, hiring, transfers, promotions, terminations, compensation, benefits, and all other terms and conditions of employment.  Suffolk will not tolerate any unlawful discrimination toward, or harassment of, applicants or employees by anyone at Suffolk, or anyone working on behalf of Suffolk.

The expected salary range for this position (Estimating Coordinator) in US-MA-Boston is between $61,000 and $84,000 USD.  This represents the typical salary range for this position and is just one component of Suffolk’s total compensation package.  Actual salaries may be based on several factors including, but not limited to, skill set, experience, education and other qualifications.  Suffolk offers a comprehensive benefits package as part of its overall compensation strategy.  Salary ranges may differ by geography and are reviewed regularly to reflect market trends.