Sales & Estimating Coordinator

Position Summary

The Sales/Estimating Coordinator plays a pivotal role in driving bid and proposal success. This position

coordinates internal and outsourced estimating/takeoff efforts, ensures timely and accurate submissions, and

manages client communications and CRM data. The ideal candidate is a detail-focused communicator with

strong coordination skills and experience in construction preconstruction or estimating processes.

Role And Responsibilities

Bid & Proposal Coordination

• Manage internal timelines and task assignments for all estimates and bids.
• Compile scopes of work, pricing breakdowns, and required documentation.
• Maintain and track a live bid calendar to ensure on-time submissions.
  
  

Outsourced Estimating Management

• Serve as the primary point of contact with outsourced takeoff and estimating partners.
• Clearly define scope, timelines, and deliverables for external vendors.
• Review deliverables for accuracy and completeness; oversee feedback loops and revisions.
  
  

Client & CRM Management

• Communicate proactively with clients and prospects during the bid process.
• Maintain accurate and up-to-date CRM entries, including project status, lead details, and follow-ups.
  
  

Process & Documentation Oversight

• Maintain standardized templates and filing systems for RFPs, proposals, and estimating documents.
• Drive process improvements to enhance estimating efficiency and consistency.
  
  

Administrative Support

• Provide overflow administrative assistance to the HR Manager, including document preparation,
  
  

scheduling, and internal communications.

• Support general office operations as needed, ensuring smooth workflow across departments.
• Assist with onboarding documentation, meeting coordination, or other administrative tasks as assigned.
  
  

Qualifications And Skills

• 3+ years in construction coordination, estimating support, or similar preconstruction role
• Proven ability to manage multiple deadlines and stakeholders, including outsourced vendors
• Exceptional written and verbal communication skills
• Advanced proficiency with Microsoft Office Suite; experience with CRM platforms (e.g., Buildertrend, Salesforce, Procore)
• Familiarity with takeoff/estimating tools (e.g., PlanSwift, Bluebeam) is a plus
• Excellent organizational and time-management abilities
• Ability to balance multiple priorities and work independently.
  
  

Preferred Attributes

• Experience coordinating both self-perform and subcontracted scopes
• Proactive with a continuous improvement mindset
• Comfortable with ambiguity and shifting priorities
  
  

WORKING ENVIRONMENT

• Fast-paced, deadline-driven construction office setting
• Regular collaboration with project business development, estimators, project managers, and external vendors
• Self-starter with the ability to develop and refine processes independently in a newly established role
• Occasional site visits or vendor meetings may be required