Estimation and Procurement Coordinator

Job Description

Job Description

Benefits:

• Life Insurance
• 401(k)
• 401(k) matching
• Competitive salary
• Dental insurance
• Health insurance
• Paid time off

Estimation and Procurement Coordinator

Buildlabs Texas in Austin, Texas
Full-Time | In-Person
Salary: Starting at $85,000 per year, based on education and experience

About Buildlabs

Buildlabs is an innovative construction company specializing in luxury custom homes and advanced building solutions. With operations in Texas and New York, our team combines construction expertise, technology, craftsmanship, and thoughtful design to create exceptional homes that are designed to be loved and built to last.

We are seeking an experienced, detail-oriented Procurement/Estimation Coordinator for our Austin location. This individual will primarily support projects based in Austin and the surrounding Texas market.

The position requires strong construction knowledge, cost-analysis skills, organization, and consistent coordination with project managers, site supervisors, vendors, subcontractors, and accounting personnel across multiple locations.

Key Responsibilities

Estimation

• Review construction drawings, specifications, scopes of work, and other project documents to understand project requirements.
• Prepare complete and accurate construction estimates for assigned projects and scopes of work.
• Perform detailed quantity takeoffs for labor, materials, equipment, and subcontracted services.
• Develop project budgets using current labor rates, material pricing, subcontractor proposals, and historical cost information.
• Prepare and distribute requests for proposals and requests for quotations to qualified vendors and subcontractors.
• Conduct site visits when necessary to evaluate existing conditions and confirm the requirements of the work.
• Review vendor and subcontractor proposals for completeness, accuracy, exclusions, qualifications, and scope coverage.
• Prepare bid-leveling sheets and detailed pricing comparisons.
• Identify scope gaps, drawing inconsistencies, missing information, and potential cost risks before estimates are finalized.
• Obtain clarification from project stakeholders, vendors, subcontractors, architects, and consultants as needed.
• Prepare clear scopes of work and pricing summaries for review and approval.
• Update estimates as drawings, specifications, selections, and project requirements change.
• Maintain current labor, material, equipment, vendor, and subcontractor pricing for both Texas and New York projects.
• Organize and maintain complete estimating files, supporting calculations, proposals, assumptions, and revisions.
• Participate in estimate reviews, project handoffs, and budget discussions with management and project teams in Austin and New York.

Procurement

• Coordinate the purchasing of materials, equipment, and subcontracted services after the required approvals have been obtained.
• Convert approved estimates and vendor proposals into accurate purchase orders and purchasing documentation.
• Confirm that purchase orders reflect the correct scope, quantities, pricing, specifications, delivery requirements, and project cost codes.
• Obtain competitive pricing and negotiate pricing, terms, lead times, and delivery arrangements when appropriate.
• Track material selections, approvals, fabrication requirements, lead times, order confirmations, backorders, and delivery dates.
• Maintain accurate procurement logs and provide timely updates regarding order status, anticipated deliveries, and potential delays.
• Coordinate procurement activities with project schedules to help prevent delays and ensure materials arrive when needed.
• Communicate regularly with project managers, site supervisors, vendors, subcontractors, and accounting personnel in both Texas and New York.
• Obtain all required insurance documentation from subcontractors and vendors, verify that the documentation is current and complete, and maintain it in the appropriate electronic files.
• Monitor insurance expiration dates and follow up with subcontractors and vendors to obtain updated documentation as needed.
• Review vendor invoices against approved proposals, purchase orders, delivery records, and project documentation.
• Resolve discrepancies involving pricing, quantities, damaged materials, incomplete deliveries, incorrect products, or improper project charges.
• Monitor purchasing activity against approved project estimates and budgets.
• Identify potential cost overruns, price increases, supply-chain concerns, and scheduling risks promptly.
• Ensure all purchasing activities follow company approval requirements and established procurement procedures.
• Maintain organized and complete electronic records for estimates, proposals, purchase orders, order confirmations, and delivery documentation.

Qualifications

• Three or more years of experience in construction estimating, procurement, purchasing, or a closely related construction role is preferred.
• Demonstrated ability to prepare construction estimates and perform detailed quantity takeoffs.
• Strong understanding of construction drawings, specifications, materials, building methods, and scopes of work.
• Ability to analyze vendor and subcontractor proposals and identify exclusions, qualifications, inconsistencies, and scope gaps.
• Working knowledge of construction purchasing, purchase orders, cost codes, project budgets, and material lead times.
• Strong mathematical, analytical, organizational, and problem-solving skills.
• Excellent written and verbal communication skills.
• High level of accuracy and attention to detail.
• Ability to manage estimates and procurement activities for multiple projects and locations simultaneously.
• Proficiency with Microsoft Excel, Outlook, QuickBooks and electronic document-management systems.
• Experience with Procore, estimating software, or other construction-management platforms is preferred.
• Ability to work effectively with project managers, site supervisors, design professionals, accounting personnel, vendors, and subcontractors.

Preferred Background

• Experience estimating luxury residential, custom-home, or high-end construction projects.
• Knowledge of Austin-area vendors, subcontractors, labor markets, and material suppliers.
• Familiarity with New York construction costs, vendors, subcontractors, or building practices is beneficial.
• Experience preparing bid packages, bid comparisons, project budgets, and purchasing documentation.
• Understanding of construction sequencing and the effect of material lead times on project schedules.

Position Expectations

This is an in-person position based at our Austin (Lakeway) location. The successful candidate will primarily be responsible for Austin-based projects.

The individual must be dependable, proactive, highly organized, and comfortable working in a fast-paced, multi-location construction environment. The person in this role will be expected to take ownership of assigned estimates and procurement activities, maintain accurate records, communicate potential concerns promptly, and consistently follow through on outstanding items.

Compensation

The position offers a salary of up to $85,000 per year, based on the candidate’s education and relevant experience .

Equal Employment Opportunity

Buildlabs Texas is an equal opportunity employer. We consider qualified applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other status protected by applicable law.

Qualified candidates are invited to submit a résumé describing their relevant estimating, procurement, and construction experience.