Estimating Coordinator

Position Title:

Estimating Coordinator

Reports to:

Director of Estimating

Position Status:

Permanent – Full Time

FLSA Status:

Exempt

Location:

Pasadena, TX

Work Schedule:

Standard schedule is Monday through Friday.

Purpose:

Provide assistance as necessary to the Estimating and Project Management departments for the Pre-Contract phase of Project execution. This position also supports Supply Chain and Construction departments.

Core Job Responsibilities

- Schedule project meetings and bid reviews in Outlook with essential personnel for the Pre-Contract phase per Estimate Approval Matrix.

- Maintain Bid Schedule, tracking all projects in the Pre-Contract and Estimate phase.

- Lead Plan-of-the-Day (POD) and Bid Status meetings with Estimating, Construction, and Project Management departments, to ensure alignment of current bid and estimate status.

- Distribute Bid Schedule Monday for current week and mid-week update

- Update Bid Forecast with status of current bids, pending proposals, wins and losses

- Report on key measurables (ie win %) to the estimating department

- Provide Business Development dept with a two month lookahead and forecasting proposal information. Distribute Bid Forecast report weekly to management team.

- Analyze current Construction Backlog and report status to the Estimating and management team for future bid consideration.

- Organize previous estimate data and metrics in comprehensive format for use in benchmarking future project estimates.

- Analyze estimate data as well as manhours budgets vs. actual spend. Report on discrepancies or outliers to Estimating Director. Assist in forecasting Estimating department workload and staffing levels.

- Pre-Construction Document Control: maintain and organize all project files received from Client or H+M internal departments which are pertinent to the estimating process.

- Review & Audit client document transmittal and Master Document Lists against received documents. Identify any discrepancies and report to Project Manager and Snr. Estimator.

- Receive, organize, and distribute addenda to the project files to both H+M project team and 3rd party vendors, as needed.

- Develop Subcontract Package including Scope of Work, Division of Responsibility Matrices, Document Transmittal list, Bid Pricing Breakdown, and applicable drawings and documents for solicitation of subcontract pricing during Pre-Contract Phase.

- Subcontract Packages shall be in accordance with Project Specific Execution Strategy developed by Snr. Estimator and Snr. Construction Manager. Subcontract Packages shall be reviewed and approved by Snr. Estimator.

- Schedule and facilitate pre-bid meetings (virtual / in-person) and/or job walks with Subcontractors and H+M estimating personnel

- Follow-up and expedite subcontractors and material vendors during the Pre-Contract phase, in support of the Estimating team. Track status of RFQs and report in POD meetings and distribute to estimating team weekly

- Review and condition Subcontract bids for comparison purposes. Generate Bid Tabs, make recommendations, and submit to Snr. Estimator and Lead Estimator for consideration in the estimate.

- Weekly audit of RFQ / Supply Chain folders to ensure vendor quotes and estimate backup information is properly available.

- Participate in Estimate strategy meetings and review meetings as needed, with a focus on Subcontract recommendations and review.

- Assist the Sr. Estimator with the handover process from Estimating to Construction execution team upon award, ensuring an efficient and streamlined Kick-Off process. This includes:

- Scheduling of Handover meetings with key project stakeholders

- Re-packaging of estimate basis documents in agreement with the Senior Estimator

- Development and updating the Master Document Register and revision log

- Presenting Subcontractor SOW and quotations to project team.

- Assist with IFC Reconciliation process based on updated drawings from H+M engineering or the Client

- Draft Proposals and assist in formatting review and update prior to submission to the client.

- Gather any supporting bid documents needed for the submission of a proposal. Examples include Resumes, Org Charts, HSE or QA/QC Manuals, Prev. Project Experience.

- Administer any revisions, upload, and distribution of Estimating department policies, work processes, procedures, tools, forms, etc.

- Participate in weekly Estimating Department meeting and provide feedback on departmental issues and improvements.

Essential Skills & Qualifications

- Minimum of 7 years of experience in a similar role.

- Highly Organized.

- Ability to work with multiple departments

- Work well under pressure and achieve deadlines.

- Manage competing priorities.

- Perform time sensitive tasks accurately and with a level of urgency.

- Fast-Paced work environment

- Background in the following areas

preferred, but not required

:

- Capital projects or maintenance for industrial facilities.

- Familiarity with process equipment, piping and piping components, civil, structural, etc.

- Ability to identify, categorize, and organize essential project documents. Examples include: P&IDs, PFDs, Piping Isometrics, Civil & Structural drawings, I&E drawings, Specifications, Contract Documents, Bid Forms, etc.

- Experience with Engineering, Procurement, Construction (EPC) company.

- Microsoft Office proficient.

- Strong MS Outlook, Word, Excel, Teams skills required.

- Data Analysis experience primarily excel-based.

Physical Requirements

- Occasionally lift objects weighing up to 25 pounds

- Sit for long periods of time

- Occasionally stoop, kneel or crouch

- Use hands and arms to reach for, grasp and manipulate objects

Environment:

Most work time is spent in an office environment. Visits to job sites may be required on occasion as needed.