Estimating Coordinator

Job DescriptionJob Description

Role Overview

The Estimating Coordinator is the operational engine of our estimating department. You report directly to our Chief Estimator and your job is simple to describe and demanding to execute: make sure every estimator on the team has what they need to get bids out the door on time, accurately, and with nothing missing.

This is not a passive coordination role. You will actively manage the daily workload of our estimating team, own our bid intake and pre-bid RFI process, assemble complete bid packages, and submit finalized bids once they’ve been reviewed. You will be the person who sees the full picture of what’s in flight and what’s coming — and who steps in before things slip.

Key Responsibilities

1. Daily Estimator Triage

Every morning, you review the day’s bid schedule and assess where each estimator stands. Your job is to identify pressure points early and clear the path before deadlines hit.

•    Review all bids due today and determine what each estimator still needs to finalize

•    Chase outstanding vendor and material pricing on same-day bids — call suppliers, follow up on emails, confirm numbers

•    Confirm scope sheets are complete and accurate before any bid goes to the Chief Estimator for review

•    Identify when an estimator is stretched and flag it to the Chief Estimator before it becomes a problem

•    Serve as the hands-on support that keeps the team moving when bids stack up

2. Look-Ahead Scheduling

You maintain a live view of the week ahead and ensure nothing sneaks up on the team.

•    Review all bids due in the coming week and confirm each one is started and on track

•    Flag upcoming bids that haven’t been started and raise them with the Chief Estimator

•    Proactively ask estimators whether bids need to be reprioritized, reassigned, or moved to clear the path for higher-priority work

•    Maintain the bid calendar in Streak CRM, keeping deadlines, statuses, and assignments current at all times

3. New Bid Intake & Pre-Bid RFI Process

When a new bid is accepted, you own the intake. Your first task on every new bid is to send a pre-bid RFI to the general contractor to lock down the project details the estimating team needs before pricing begins. Fewer unknowns going in means tighter, more competitive bids coming out.

Every pre-bid RFI covers the following:

•    Hard Bid, Competitive, or Negotiated

•    Labor requirements (union, prevailing wage, open shop)

•    Working hours — regular hours or off-hours/weekend access required

•    Occupied or Unoccupied space

•    Renovation or New Construction

•    Phasing and schedule — including finish schedule, finish plan, and square footage quantities per phase

You also download and organize all project documents from GC portals (BuildingConnected, SmartBidNet, etc.), set up the project file, and ensure the estimator has everything they need to start.

Once the new bid is logged and the estimator is assigned, you close the loop with a confirmation:

•    Send a confirmation email to the GC contact — CC’ing the assigned estimator — acknowledging receipt of the invitation, confirming we are bidding, and providing a point of contact for any questions

•    If a phone relationship exists with the GC contact, a quick call is over email — confirm receipt, introduce the estimator if needed, and log the interaction in Streak CRM

•    Every new bid is logged in Streak with the assigned estimator, due date, and confirmation status before end of day

4. Bid Package Assembly & Submission

Once an estimator completes a bid and the Chief Estimator has signed off on the review, you assemble the final bid package and submit it. Every package you send out is complete, professional, and on time.

A complete bid package includes:

•    Cover Page

•    References / Similar Projects

•    Takeoff documentation

•    Qualifications and exclusions

•    Proposal / bid letter

•    Excel breakdown with itemized totals

You confirm submission receipt, log the outcome in Streak CRM, and set follow-up tasks for the client relations team.

5. GC Prequalification & Administrative Support

•    Answer inbound calls to the estimating department — you are the first voice a GC or vendor hears, and you are expected to handle the call, take a message with full detail, or route it appropriately

•    Own the end-to-end GC prequalification process — researching requirements, completing applications, and tracking approval status

•    Maintain current documentation for prequalification submissions (insurance, bonding, safety records, financials)

•    Support vendor and supplier contact list maintenance

•    Log all GC and vendor interactions in Streak CRM to maintain a clean, accurate pipeline

Qualifications

Required:

•    Minimum 2 years of experience in construction estimating, bid coordination, or project administration

•    Exceptional organizational skills — you manage multiple active bids and deadlines simultaneously without things falling through the cracks

•    Strong written and verbal communication skills — you follow up clearly, professionally, and persistently

•    Proficiency in Microsoft Office (Excel, Outlook, Word) and comfort learning new software platforms

•    High attention to detail and a genuine follow-through mindset

:

•    Experience in commercial flooring, finishes, or a specialty trade subcontracting environment

•    Familiarity with data center construction or mission-critical project environments

•    Experience using GC bid portals (BuildingConnected, SmartBidNet, eSUB, etc.)

•    Degree in Construction Management, Business, or a related field

What We Offer

•    Competitive salary of $70,000 – $85,000 depending on experience

•    A direct line to leadership — you will work closely with the Chief Estimator and have visibility into every major bid the company pursues

•    Exposure to a high-performing estimating team with international workflow and remote team coordination

•    A high-growth company where your contributions are visible, valued, and rewarded as we scale

•    Clear path to expanded responsibility as the estimating department grows

Company DescriptionElevation Flooring is a commercial flooring contractor founded in 2017 and headquartered in Baltimore, MD. We partner with the nation’s leading general contractors to deliver precision flooring solutions across data centers, corporate interiors, healthcare, and federal projects.
We operate across the Baltimore/DC corridor and are actively expanding into other States and other growth markets. Our team is lean, performance-driven, and built on a culture of accountability and ownership. We move fast and we need people who can move with us.Company DescriptionElevation Flooring is a commercial flooring contractor founded in 2017 and headquartered in Baltimore, MD. We partner with the nation’s leading general contractors to deliver precision flooring solutions across data centers, corporate interiors, healthcare, and federal projects.\r\nWe operate across the Baltimore/DC corridor and are actively expanding into other States and other growth markets. Our team is lean, performance-driven, and built on a culture of accountability and ownership. We move fast and we need people who can move with us.