Estimating Coordinator

Job Summary:

The Estimating Coordinator is responsible for coordinating and maintaining Request for Quotes (RFQs), job set-ups, contractual change orders, and related documentation. This position performs a variety of administrative and estimating support duties requiring independent judgment, strong organizational skills, and the ability to manage multiple priorities in a fast-paced environment.

The role involves frequent interaction with internal teams, customers, and vendors and requires professionalism, confidentiality, and attention to detail.

This role may also have the responsibility for completing Bill of Material (BOM), take-offs and inputting correctly into the material & time estimating software. This role is the interface between estimating and purchasing and the engineering teams, following up with vendor quotes and research buyout items and questions.

Essential Functions:

Assist the Director of Estimating with departmental coordination and administrative support.
Set up incoming RFQs and jobs with corresponding documentation (Statement of Work, drawings, specifications, etc.) and maintain organized digital and physical files.

Process contractual change orders in a timely and accurate manner.

Process analysis.

Problem solving.

Produce quality reports that are well organized, clearly stated, and concise in a timely manner

Prepare quality reports including weekly open and pending bids and monthly estimating statistics reports.
Maintain organizational files, records, and estimating databases.
Support problem-solving efforts related to estimating, documentation, or administrative workflows.
Maintain a clean, organized, and safe work environment.

Preferred not required functions:

Bill of Material (BOM) take-off and populate estimating software

Compile bill of materials to go to purchasing

Coordinates material quotes between estimating and purchasing

Follow-up with vendors on material pricing

Research buyout and raw material items

Marginal Functions:

Knowledge, Skills and Abilities:

Strong organizational and multitasking abilities; able to work effectively under pressure and meet tight deadlines.
Excellent written, verbal, and interpersonal communication skills.
Strong problem-solving and follow-through skills with a high degree of accuracy and attention to detail.
Ability to maintain confidentiality and exercise discretion.

Basic knowledge of blueprint reading and the ability to understand technical documents.
Proficiency in Microsoft Office Professional applications (Word, Excel, PowerPoint, Outlook).
Ability to learn and use company-specific software systems (e.g., Visual, PMA, Salesforce).
Professional demeanor, voice, and appearance.
Excellent customer service and relationship management skills.

Excellent interpersonal communication and problem-solving skills

Ability to communicate with management, team members and vendors

Excellent follow-through skills.

Able to establish and maintain trust, unity, and partnering with management, team members, and customers.

Must be a strong advocate of the company vision and mission statement.

Minimum Requirements:

High School Diploma or equivalent required.

Associate or bachelor's degree preferred.
Minimum of four to five (4-5) years of administrative, or related experience.
Demonstrated proficiency in data entry, analytics and data reporting.
Experience reading and interpreting fabrication and machining blueprints preferred.

Basic knowledge of material and time estimating software also 3D modeling software (e.g. Solidworks, Catia, etc.) preferred

Essential Mental Functions:

Must understand vague and implicit instructions and react favorably in all work situations.
Must be mentally adaptable and flexible in dealing with a variety of people and situations.
Must be able to handle difficult or stressful situations in a professional manner.
Must be able to communicate feedback and answer questions professionally and courteously.

Safety Requirements:

Must not pose a direct threat or significant risk of substantial harm to self or others.
Must comply with all safety policies, procedures, and laws and report any safety concerns or violations.

Equipment Used (but not limited to):

Computers and related software

Basic office equipment

Tooling Required:

N/A

Availability:

Must maintain regular, acceptable and on-time attendance.
Must be available and willing to work overtime as required to meet business needs.
Occasional weekend or off-site work may be necessary.

Travel:

Must be willing to travel as required.

Working Conditions:

Works primarily in a typical office setting at the Farr West Location.

Supervisory Responsibilities:

N/A

Additional Comments:

Note: Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time