Estimating Coordinator

Reports to

The Estimating Coordinator role will report to the Estimating Manager

Job Summary

Estimating Coordinator plays a critical role in supporting the estimating department by managing the administrative and coordination activities associated with the quotation process. This position is responsible for ensuring Requests for Quotation (RFQs) are accurately tracked from receipt through proposal submission, maintaining estimating documentation, coordinating contract reviews, and supporting communication between Estimating, Finance, and Project Management.The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment while ensuring the accuracy and timeliness of estimating activities.
Responsibilities and Duties

• Monitor and manage the estimating department Requests for Quotation (RFQ) mailbox, ensuring all incoming Requests for Quotation are processed promptly.
• Maintain accurate quotation records within Estimating system, including due dates, schedule revisions, proposal submission dates, and project status updates.
• Process completed estimate packages by updating system records and organizing supporting documentation within the company document management system.
• Coordinate pre-bid meetings and follow-up discussions for large, complex, or multi-year quotation opportunities.
• Track active quotations and proactively communicate with estimators to ensure proposal deadlines are achieved.
• Monitor contract review progress with Finance and assist in coordinating approvals prior to quotation release.
• Prepare and distribute estimating performance metrics, including on-time quotation reports and workload summaries.
• Maintain organized electronic and physical estimating records, including quote archives and historical documentation.
• Coordinate the transfer of awarded projects to Administration for project setup and execution.
• Continuously identify opportunities to improve estimating workflows, documentation practices, and administrative processes.
• Support the estimating team with special projects and departmental initiatives as assigned.

Requirements

Qualifications

• High school diploma or equivalent.
• Associate's or Bachelor's degree preferred.
• Minimum of 2 years of administrative, estimating, project coordination, or related experience preferred.
• Proficiency with Microsoft Office Suite (Excel, Word, Outlook) and Google Workspace.
• Experience with Enterprise Resource Planning (ERP) or estimating software is preferred.
• Strong organizational and time management skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple projects simultaneously while meeting deadlines.
• Self-motivated with the ability to work independently and collaboratively within a team environment.

Physical Requirements

• Typically sits, grasps items, and performs keyboarding for the regular operation of a computer.
• Stand, walk, bend, reach or otherwise move about regularly.
• Lift, move or otherwise transfer items up to 30 lbs. occasionally.
• Occasional exposure to typical manufacturing production physical hazards.