Job Description

Estimating and Sales Coordinator

Role Overview

The Estimating and Sales Coordinator supports the estimating and project management teams throughout the preconstruction and proposal process. This role ensures efficient handling of bid opportunities, accurate documentation, strong communication across stakeholders, and consistent coordination from initial RFP review through project award. The coordinator helps maintain organized workflows, supports pricing and takeoff efforts, assists with proposal development, manages vendor outreach, and provides reliable reporting for leadership.

Key Responsibilities

1. Proposal and Preconstruction Support

• Review and analyze requirement documents, including blueprints, project plans, addendums, RFIs, and drawing updates.

• Monitor customer bid sheets to determine qualified project opportunities.

• Assist the estimating team with bids, budgets, takeoffs, pricing, and related tasks.

• Coordinate with estimators to determine project feasibility, scope, and submission requirements.

• Support the development of complete proposal packages, including cover letters, capability statements, company qualifications, safety documentation, and required forms.

• Format and assemble proposal documents to meet customer standards and submission guidelines.

• Maintain templates for resumes, project profiles, and company information to ensure consistent and professional presentation.

2. Bid Management and Scheduling

• Manage the estimating schedule, ensuring all deadlines and deliverables are tracked and communicated.

• Monitor and organize the estimating email inbox for incoming opportunities and customer correspondence.

• Screen projects for bid opportunities and relay relevant information to estimators in a timely manner.

• Track pre bid meetings, walk-throughs, deadlines, and addendum releases to ensure timely estimator response.

• Prepare bid submission packets including forms, signatures, bonding documentation, and required attachments.

3. Document and Information Management

• Organize and maintain all documents related to preconstruction including drawings, specifications, RFIs, and addendums.

• Ensure that updated drawing sets and requirement documents are properly distributed and archived.

• Assist with public bid documentation and ensure compliance with submission standards.

• Maintain proposal libraries, boilerplate language, and standardized content for efficiency and consistency.

4. Vendor and Contractor Coordination

• Develop and maintain strong relationships with vendors, subcontractors, and other external partners.

• Send requests for quotes for material pricing and track responses.

• Evaluate incoming bids from vendors and contractors and provide comparisons for estimating.

• Compile and record actual project costs for use in future estimates and pricing strategies.

• Assist in securing letters of intent, special pricing agreements, and manufacturer documentation needed for proposals.

5. CRM and Reporting

• Manage HubSpot to track leads, deals, customer interactions, and win rates.

• Prepare and distribute weekly bid reports for leadership, including summaries of bids, wins, and losses.

• Support sales reporting by maintaining accurate and up-to-date data across all CRM tools.

• Track proposal metrics including response volume, award rates, and customer engagement trends.

6. Communication and Coordination

• Act as a liaison between estimators, project managers, vendors, and customers to relay updates and resolve issues. • Assist in ensuring a smooth handoff to project managers once a project is awarded.

• Provide continued administrative and coordination support as needed during early project phases.

• Support communication with clients during the proposal phase including clarifications, form requests, and submission confirmations.

7. Problem Solving and Issue Resolution

• Support the team in resolving challenges related to material pricing, outdated plans, missing documentation, or inconsistent bid information.

• Identify potential production risks using company estimating or takeoff software and share findings with leadership. • Flag discrepancies between drawing sets, specifications, and addendums for estimator review.

• Troubleshoot proposal submission issues on electronic procurement platforms when required.

Skills and Qualifications

• One to three or more years of experience in the electrical, construction, or sales industries.

• Ability to read and interpret technical documents and blueprints.

• Strong document management and organization skills.

• Experience with construction software such as Bluebeam, Procore, ConEst, BuildOps, or similar tools.

• Experience with CRM or sales management platforms such as HubSpot.

• Excellent communication and interpersonal abilities for maintaining positive relationships with team members, vendors, and customers.

• Strong analytical and problem-solving abilities.

• Effective time management with the ability to meet deadlines and manage multiple priorities.

• Team mindset with leadership potential.

• Proficient in computer skills and related software platforms. • Bachelor’s degree in business, project management, engineering, or a related field preferred.

Summary

The Estimating and Sales Coordinator is essential to an efficient and successful pre-construction and proposal process. By supporting estimators, assembling proposal packages, managing bid schedules, maintaining critical documents, coordinating vendor pricing, and providing clear communication and reporting, this role strengthens the company’s ability to pursue and win work. The coordinator ensures a professional customer experience, a reliable process for internal teams, and a solid foundation for successful project execution.

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