WHAT DOES AN ESTIMATING COORDINATOR DO?

Updated: Jun 11, 2025 - The Estimating Coordinator adeptly supports bid preparation and scheduling for incoming quote requests, meticulously managing the estimated log. Coordinates effectively with various project stakeholders to streamline communication and materials procurement for construction projects. Ensures timely project execution by overseeing material inventories and fostering strong team relationships, maintaining a focus on meeting critical deadlines.

A Review of Professional Skills and Functions for Estimating Coordinator

1. Estimating Coordinator Duties

  • Data Management: Update prequalification information upon GC request
  • Data Management: Update Construct Secure upon GC request
  • CRM Management: Update GC contacts in the CRM
  • Project Coordination: Update working sets with Bulletin, ASK, and SK requests (estimating new projects)
  • Process Standardization: Create standard work for slip sheet in Bluebeam (train Estimators upon request)
  • Training: Train for new BuildingConnected (and various industry-standard bid request/tracking) software
  • Competitive Analysis: Update union/non-union millwork competitors list
  • Document Control: Create and manage sets of documentation (Working Sets), including architectural plans, using Bluebeam for PM’s/PC’s
  • Process Development: Develop procedures for document management
  • Training Development: Write Standard Work and other training materials for document management

2. Estimating Coordinator Details

  • Project Management: Assist with the preparation of the proposal project plan and manage the collection and organization of proposal content.
  • Team Coordination: Coordinate activities of the Estimating and Preconstruction team from bid to proposal.
  • Document Control: Handle document control for projects being pursued.
  • Editing: Proofread proposals to ensure continuity and compliance with legal, technical, and marketing specifications, as well as edited copy for format, grammar, style, punctuation, and spelling.
  • Design: Design and produce covers and layouts customized for each project, including organization charts and PowerPoint presentations.
  • Quality Control: Ensure the accuracy of information being provided.
  • Standardization: Assist with establishing company-wide consistency for proposals, templates, corporate guidelines, etc., keeping abreast of industry standards and best practices.
  • Marketing Strategy: Work with the Marketing team to develop strategies and implement programs that ensure consistent proposal and corporate identity standards.
  • Estimation Review: Review proposal specifications and drawings to determine the scope of work and required contents of the estimate.
  • Cost Estimation: Prepare discipline estimates by calculating the complete takeoff of the scope of work.
  • Cost Analysis: Determine labor and material costs.
  • Document Management: Maintain files of working documents as backup for estimate figures, including current (accurate) information on prices from suppliers through direct contact, sales brochures, price lists, etc.
  • Cross-functional Support: Support other department personnel as required, which may include preparing estimates in other disciplines.

3. Estimating Coordinator Responsibilities

  • Department Support: Support of the Estimating Department
  • Organization: Organization of all tenders, RFPs, and Estimates
  • Setup and Documentation: Set-Up of Estimate Websites + Documentation for Trade Download
  • Document Preparation: Tender Document Organization and Preparation
  • Data Entry: Data entry of contractor proposals
  • Trade Coordination: Follow-up and review with Trades to ensure pricing
  • Directory Management: Manage and maintain a directory of suppliers and contractors
  • Project Management: Manage multiple projects and assignments with accuracy
  • Scope Review: Review and understand scopes of work for subcontract agreements and assist with construction schedules
  • Report Management: Maintain various spreadsheets and reports for the Estimating Department
  • Correspondence: Write memos and general correspondence on behalf of the company
  • Communication: Communicate with customers on a daily basis via email and phone

4. Estimating Coordinator Accountabilities

  • Quality Assurance: Ensure the accuracy of all work.
  • Document Control: Responsible for Document Control.
  • Scheduling: Department scheduling, including scheduling meetings and taking minutes.
  • Data Management: Input data into pre-existing databases.
  • Proposal Development: Develop a proposal outline, electronic filing system, and timelines.
  • Client Management: Ensure a clear understanding of proposal requirements and client expectations.
  • Vendor Communication: Calling and Emailing Vendors for quotes, qualifications, and other information.
  • Proposal Review: Review proposal progress and ensure gaps are addressed, audit formatting of proposals and documents.
  • Information Coordination: Work with internal disciplines for appropriate and current information relevant to proposals.
  • Database Management: Assist with managing the proposal database.
  • Submission Oversight: Oversee final submission presentation, organization, and final quality audit.
  • Proofreading: Proofreading and assembling final proposals, bid forms, and bid submission.
  • Administrative Support: Assist with other administrative and estimating activities.

5. Estimating Coordinator Functions

  • Scheduling Assistance: Assist the estimating team with the administration of scheduling incoming quote requests.
  • Data Administration: Administer estimate/quote log.
  • Bid Preparation: Work closely with the Estimating Team to prepare bids for projects while ensuring all documentation/data/communication is organized.
  • Stakeholder Coordination: Coordinate communication from different stakeholders including Project Management, Purchasing, Production, and Vendors where applicable.
  • Material Scheduling: Schedule, order, and procure all materials as necessary for construction projects.
  • Material Coordination: Produce material take-offs and coordinate with subcontractors.
  • Procurement Coordination: Coordinate the procurement of replacement parts in collaboration with Project Managers.
  • Inventory Management: Manage in-house material inventory.
  • Department Support: Supporting the Estimating department.
  • Relationship Building: Building relationships with the team that supports.
  • Deadline Management: Confidently keeping a team on pace, ensuring deadlines are met.
  • Account Follow-up: Doing account follow-up via phone, email, or in-person visits.

6. Estimating Coordinator Job Description

  • Database Management: Manage Prequalification requests from subcontractors
  • Database Management: Develop/Maintain/Organize vendor contacts in database system
  • Project Management: Create and keep track of the online bid folder with ISQFT.net
  • Communication: Send out all bid invitations, addendums, and other information to subcontractors
  • Procurement: Identify and solicit ALL subcontractor/suppliers (including minority) quotes for bids via email/phone/plan rooms/fax
  • Compliance: Identify and execute GFE (good faith efforts) requirements
  • Data Analysis: Create a Minority Participation spreadsheet (Excel and sqft) to ensure goals are met
  • Communication: Follow up with subcontractors and suppliers by phone
  • Organization: Organize and Maintain bid quotes (via electronic and paper files)
  • Project Tracking: Track bid proposals and contacts on the bid log
  • Estimation Preparation: Prepares work to be estimated by gathering proposals, blueprints, specifications, and related documents
  • Analysis: Identifies labor, material, and time requirements by studying proposals, blueprints, specifications, and related documents
  • Communication: Prepare and send invitations to bid to subcontractors and vendors, consistently communicating with them to ensure adequate bid coverage.

7. Estimating Coordinator Overview

  • Coordination: Coordinate bids with estimators and clients.
  • Data Management: Create/Update bid item spreadsheet (Excel and sqft) to ensure proposal accuracy
  • Compliance: Strict adherence to proposal/licensing requirements (local, state, and federal)
  • Proposal Preparation: Prepare a proposal for bid submission and turn it in
  • Document Management: Post-bid ensures all quotes, takeoff, and proposals are saved in an electronic and paper file
  • Organization: Maintain organization and cleanliness of the bid room
  • Inventory Management: Maintain/Order the Estimating Department office supplies
  • Communication: Answer telephones, transfer calls to the appropriate party, and take and relay messages
  • Reporting: Record and distribute bid results
  • Proposal Design: Prepare, design, and assemble proposals in accordance with owner requests including writing and editing project descriptions, company profiles, staff qualifications, etc.
  • Proposal Assembly: Assembly of technical and price proposal materials. Print, bind, and transmit proposals to the client
  • Data Analysis: Compile, organize, and summarize subcontractor bids
  • Collaboration: Collaborate with estimators in preparing accurate and complete bid packages.
  • Research: Research and evaluate bid opportunities based on predetermined criteria.

8. Estimating Coordinator Details and Accountabilities

  • Project Coordination: Work with the estimating team to “take off” jobs and compile a list of bidding opportunities using contractor’s requests, construction, and customer websites/FTP sites.
  • Data Management: Transfer this information into a web-based bid calendar and shared document site.
  • Document Management: Receive, download, organize, and review all bid documents issued by owners, architects, engineers, and contractors to prepare proposals and solutions in a timely manner and meet deadlines.
  • Decision Making: Based on the available bid documents and history with each customer, decide on the bid status for each project and communicate this decision with the team and customers.
  • Technical Analysis: Learn and use factory selection software to select, price, and provide the best-engineered solution for each application based on the bid documents (narratives, plans, and specifications).
  • Vendor Coordination: Coordinate, request, and review custom quotes with manufacturers
  • Client Relations: Be the main point of contact for manufacturer-requested follow-up until a mechanical contractor is awarded the project.
  • Communication: Communicate and coordinate with architects, engineers, and contractors for clarifications of bidding documents.
  • Process Management: Take the lead with the Request For Information (RFI) process and submit in a timely manner per the bid documents.
  • Team Coordination: Communicate and coordinate with the sales team and other divisions to ensure that bids are prepared properly and the entire Chesapeake Systems product offering is covered, specifically the basis of design.
Relevant Information
What Does An Estimating Assistant Do?
What Does An Estimator Do?
What Does An Estimating Manager Do?