Estimating Coordinator

Filanc is an award-winning, general engineering and design-build contractor that constructs, renovates, and expands water and wastewater treatment, biosolids management, and waste-to-energy facilities throughout the Western United States. For more than 70 years, we have delivered complex, mission-critical projects through a collaborative, client-focused approach that emphasizes safety, quality, innovation, and long-term community impact. Our teams combine field expertise with technical excellence to build facilities that protect public health and the environment.Essential Functions:The Estimating Coordinator provides administrative and coordination support for Filanc's estimating and preconstruction activities on water and wastewater infrastructure projects. This position keeps bid opportunities, documents, subcontractor and supplier communications, and submission requirements organized, accurate, and on schedule. The role reports to either a Sr. Estimator or the Chief Estimator and works with the assigned lead estimator on each pursuit. This is an Individual Contributor position with no direct reports; final estimating judgments, pricing, bid decisions, and contractual commitments remain with authorized leadership.Responsibilities:Maintain the bid calendar and opportunity log, including project information, estimator assignments, pre-bid meetings, site visits, question deadlines, and submission dates. Identify scheduling conflicts and notify the supervisor promptly.Monitor designated owner procurement portals, plan rooms, and invitations for potential projects. Collect opportunity information for estimating leadership to evaluate and make bid or no-bid decisions.Set up and maintain pursuit folders and electronic plan rooms using company naming and filing standards. Obtain, organize, and distribute drawings, specifications, bid forms, and supporting documents.Monitor addenda and clarifications; maintain a current document register, distribute revisions promptly, and track acknowledgments so estimators and bidders work from the latest information.Prepare and issue invitations to bid using scopes and bidder lists approved by the lead estimator. Follow up with subcontractors and suppliers, record intent to bid, and flag gaps in trade or equipment coverage.Maintain subcontractor and supplier contact records, including trade capabilities, service areas, and participation history. Coordinate collection of prequalification information for review by the appropriate company personnel.Log incoming quotations and organize them by scope, revision, and bidder. Record stated exclusions, qualifications, lead times, and expiration dates; flag missing information for estimator review.Compile quotation information and maintain comparison worksheets at the direction of the estimator. Check data entry and calculations; assist with basic quantity takeoffs when trained and assigned, subject to estimator verification.Coordinate pre-bid meetings, site visits, and internal estimate reviews. Prepare agendas, distribute notes, track action items, and help resolve outstanding administrative requirements before bid day.Maintain the pre-bid question and response log. Route technical questions to the lead estimator and distribute approved requests for information and responses through the required channels.Use a bid checklist to track required forms, signatures, licenses, bid security, addenda acknowledgments, and submission instructions. Coordinate bond and insurance requests with designated company personnel.Compile required outreach records and participation forms for disadvantaged, small, or other designated businesses when specified by the solicitation. Escalate incomplete records for review before submission.Assemble bid or proposal packages for estimator review and authorized approval. Coordinate electronic or physical submission as directed, confirm deadline and delivery requirements, and retain evidence of receipt.Maintain bid results, submitted proposals, quote records, and historical pursuit information. Assemble awarded-project turnover documents for Operations, including final bid files and estimator-approved clarifications.Protect confidential pricing and bid information, communicate professionally with internal and external partners, and suggest improvements to recurring coordination processes.Perform other duties assigned by the supervisor consistent with the estimating coordination role.Skills and Qualifications:High school diploma or equivalent required. Associate or bachelor’s degree in Construction Management, Business, or a related field preferred; equivalent relevant experience considered.One or more years of experience in construction administration, bid coordination, estimating support, or a comparable role preferred. Experience supporting water, wastewater, civil, or mechanical construction is a plus.Strong organization, attention to detail, and follow-through; ability to prioritize multiple pursuits and meet fixed deadlines while maintaining accurate records.Proficiency with Microsoft Excel, Word, Outlook, and electronic file management. Experience with PDF review tools and construction bid management or estimating systems preferred.Ability to locate information in drawings, specifications, and bid instructions, perform basic calculations, and recognize when technical interpretation requires estimator review.Clear written and verbal communication, professional subcontractor and supplier follow-up, and the ability to work independently within assigned priorities and collaborate across departments.Sound judgment, discretion with sensitive information, willingness to ask questions, and ability to adapt to changing bid schedules and project requirements.Working Conditions:Work is primarily performed in an office environment using computers, telephones, and general office equipment. Occasional travel to project sites, pre-bid meetings, or other offices may be required. Site visits require compliance with project safety rules and use of required personal protective equipment. Work schedules may vary to meet bid deadlines. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Filanc is proud to be a drug free workplace. Filanc is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex including sexual orientation and gender identity, national origin, disability, protected Veteran Status or any other characteristic protected by applicable federal, state or local law.This job description intends to list the primary or “essential functions” of the job. It is not intended to be all inclusive. Other duties may be assigned by management.Equal Opportunity Employer, including disabled and veterans.