MEP Estimating Coordinator / Junior Estimator

Role Description

Client, a leading commercial HVAC, plumbing, and electrical contractor based in Texas, is seeking a highly organized and proactive remote MEP Estimating Coordinator / Junior Estimator. In this role, you will work closely to support our lead estimator by streamlining the bidding process. You will be instrumental in organizing bid documents, leveraging AI to analyze project scopes, and ensuring our estimating pipeline runs efficiently and accurately.

Key Responsibilities

• Document Management: Organize and maintain bid folders, project plans, specifications, addenda, and technical drawings.
• Deadline Tracking: Monitor and track critical bid deadlines, addenda updates, required forms, and all submission requirements to ensure nothing is missed.
• AI Utilization: Leverage AI tools (such as ChatGPT or Claude) to efficiently summarize technical specs, scopes of work, exclusions, alternates, addenda, and project risks.
• Scope Review: Carefully review HVAC, plumbing, and electrical documents to identify and extract relevant scope items.
• Vendor Coordination: Draft Request for Quotes (RFQs) for vendors and subcontractors, actively following up to ensure timely receipt of pricing.
• Quote Analysis: Compare received vendor and subcontractor quotes, specifically flagging any missing or incomplete scope.
• Proposal Preparation: Build foundational proposal shells and maintain an accurate, up-to-date bid tracker.
• Risk Identification: Actively flag unclear scope items, missing information, document conflicts, or potential risks to the lead estimator.
• Inbox Management & Email Responsiveness: Monitors multiple email accounts continuously; triages, labels, and prioritizes incoming messages. Responds to customer inquiries within minutes, not hours. Zero tolerance for unread or ignored emails.
• Organizational Excellence: Maintains structured systems for email labeling, task reminders, and follow-ups without being asked. Keeps communication channels clean and categorized so nothing falls through the cracks.
• Multitasking Across Channels: Manages simultaneous email and chat workflows, switching between platforms (Gmail, Google Chat) without sacrificing response time or accuracy.

Qualifications

• Must-Haves:
• Extremely organized and highly detail-oriented.
• Proactive communication: Anticipates next steps, flags potential issues before they escalate, and keeps stakeholders informed without prompting.
• Tech-Savviness: Comfortable and capable of using AI tools (e.g., ChatGPT, Claude) to assist with reading and summarizing data.
• Process-Driven: Strong ability to follow checklists and Standard Operating Procedures (SOPs) accurately.
• Rapid coachability: Absorbs new instructions the first time and immediately applies them going forward. Minimal hand-holding required after initial training.
• Highly comfortable working with complex PDFs and digital bid documents.
• Nice-to-Haves (Preferred):
• Background in HVAC, plumbing, or electrical construction.
• Previous experience providing MEP estimating support.
• Strong skills in Microsoft Excel or Google Sheets.
• Familiarity with ServiceTitan is a plus.

Work Arrangement

• Status: Independent contractor.
• Equipment: No company-provided equipment; candidates must provide their own professional remote workspace.
• Taxes: The candidate is responsible for their own taxes and statutory contributions.
• Payroll Cycle: Issued every other Wednesday, based on the 14-day bi-weekly cycle and established company cutoff schedule.

Benefits

• Performance-based raises
• Minimum 5 days of time off annually
• Annual cost-of-living-adjustments at one-year anniversary