New Work & Pursuits Coordinator

At RCC Service Group, we support the people, processes, and operations that help our family of companies succeed (River City Construction, MR Mason, A&H Steel, and other subsidiaries). Through collaborative shared services, we provide the resources and expertise that allow our teams to focus on delivering exceptional results.

We are seeking a highly organized, detail-oriented New Work & Pursuits (NW&P) Coordinator to support our estimating & preconstruction operations. This position plays an important role in coordinating construction bids, managing project documentation, maintaining estimating databases, and ensuring our teams have the information and resources needed to successfully pursue new work.

The ideal candidate thrives in a fast-paced, team-oriented environment, takes pride in accuracy and organization, and can effectively manage multiple priorities and deadlines.

What You'll Do

Pursuit Setup & Document Control

• Receive approved pursuits from the New Work & Pursuit Specialist; create standardized project folders, milestone dates and active pursuit records; maintain and distribute the weekly bid schedule.
• In coordination with New Work & Pursuit Specialist obtain drawings/specifications, manage electronic plan rooms, issue solicitations, distribute addenda and verify current documents are available to estimating teams.
• Coordinate reproduction, printing and plan-room vendors; organize bid books, closeout files and historical archives.
• Maintain bid-results distribution and archival standards in partnership with the New Work & Pursuits Administrator.

Subcontractor & Supplier Coordination

• Maintain subcontractor/supplier contacts, trade classifications, service territories and registration records.
• Build and update invitation lists with estimator direction; track invitations, responses, addenda acknowledgments and outreach.
• Coordinate bid-day phone coverage, quote receipt/routing, staff logistics and timely distribution to the assigned estimating team.
• Maintain bid results, win/loss records and historical pursuit archives; coordinate estimating database updates under the dedicated database administration responsibilities.

Estimating Database & Historical Cost Management

• Maintain subcontractor/supplier contacts, trade classifications, service territories and registration records.
• Build and update invitation lists with estimator direction; track invitations, responses, addenda acknowledgments and outreach.
• Coordinate bid-day phone coverage, quote receipt/routing, staff logistics and timely distribution to the assigned estimating team.
• Maintain bid results, win/loss records and historical pursuit archives; coordinate estimating database updates under the dedicated database administration responsibilities.

Administrative Support

• Oversee all Estimating support services duties and monitor RCC plan room processes.
• Maintain historical project Win/Loss data.
• Bid day coordination of staff, phone coverage, incoming quotes, quote distribution, and bid lunch order.
• Obtain all supplies and printer services for estimating department.
• Organize bid books, archive, and maintain archived bid books in library.

Estimating Database Administration & Historical Cost Management

• Own day-to-day administration of RCC estimating reference workbooks, including unit price, historical cost and labor productivity, general conditions, and project square-foot cost databases.
• Enter and organize approved source data in Excel by RCC account code, maintaining consistent units, dates, project identifiers, cost categories and source references.
• Coordinate receipt of estimate summaries, bid tabs, project closeout costs, labor hours, quantities and general conditions information from estimators, project teams and the Estimating Administrator.
• Check incoming data for missing fields, duplicate entries, inconsistent account codes, unit-of-measure conflicts and apparent anomalies; refer technical discrepancies to the assigned estimator.
• Maintain separate historical source records and approved estimating benchmarks; publish benchmark changes only after documented estimator or senior estimator approval.
• Maintain workbook access controls, version history, archived source files, update logs and standardized intake templates; provide monthly status reports on pending updates and approvals.
• Schedule database maintenance around critical bid periods and maintain written procedures to enable Estimating Administrator backup coverage.

This role is expected to be cross trained for coverage of the NW&P Specialist which includes responsibilities of bid forms & opportunity tracking support.

Our Values

At RCC Service Group, our work is guided by four core values: Integrity, Excellence, Relationships, and Innovation. We believe in doing the right thing, delivering quality work, building meaningful relationships, and continuously finding better ways to serve our teams and clients.

What We're Looking For

Required Qualifications

• High school diploma or equivalent.
• Strong organizational skills with exceptional attention to detail.
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
• Ability to manage multiple projects, shifting priorities, and time-sensitive deadlines.
• Strong written and verbal communication skills.
• Ability to work independently while collaborating effectively with multiple departments and team members.
• Commitment to maintaining confidentiality and handling sensitive business information appropriately.

Preferred Qualifications

• 15 years of experience in construction administration, estimating support, project coordination, document control, or a related role.
• Familiarity with construction drawings, specifications, bid processes, and subcontractor coordination.
• Experience using electronic plan rooms, construction bid management platforms, or estimating software.
• Experience maintaining Excel-based databases, tracking reports, or historical cost information.
• Familiarity with construction opportunity tracking platforms, such as Dodge Construction Network.

What Makes You Successful

• You're organized. You enjoy creating structure, maintaining accurate records, and keeping projects moving forward.
• You're detail-oriented. You recognize that accuracy matters, especially when coordinating deadlines, bid documents, and estimating information.
• You're proactive. You anticipate needs, communicate early, and take ownership of your responsibilities.
• You're collaborative. You enjoy supporting others and building relationships across teams and departments.
• You're adaptable. You can shift priorities, learn new systems, and remain effective in a deadline-driven environment.
• You're improvement-minded. You look for opportunities to streamline processes and make work more efficient.

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