Estimating Coordinator

Summary

A LOTT Estimating Coordinator (EC) assists the Estimator by soliciting subs and vendors to bid on projects. The role is an important one to expand the sub and vendor relationships, qualify subs and vendors, and build and maintain databases to pool resources for new estimates. They will serve as an integral team member in maintaining communication, organizing essential documents, able to perform all EC responsibilities, as well as read and interpret directives from the Estimators. They will be the supporting team member who assures paperwork is processed in a timely fashion and all proposals and material quotes are being organized and communicated to the Estimator. They may handle 3-4 estimates at a time. This role will be an essential asset to assuring the Estimator has sufficient information to successfully bid project in a timely manner and increase the probability of projects being awarded.

They must be well-versed in documenting the Estimating team plan, to providing results-driven action, ultra-focused on organization, essential documents, bid lists, sub and vendor participation and responsiveness to helping the estimator respond to any RFIs.

The goal is to ensure that operations are carried out productively to ensure profitability and sustainable growth of LOTT values.

Requirements

• Must organize of all filing systems for the estimate, assuring that documents are stored, named correctly and logged where necessary
• Must organize all pre-construction meetings, pre-construction site visits, and maintain and distribute meeting minutes after Estimator approval
• Must be able to understand the estimating checklist and keep it up to date
• Must be able to send pre-qualification requirements, bid invites, and maintain logs and directories
• Must assure that the most current contractual documents are stored and distributed in a timely manner
• Must track changes to all contract documents and assure all back documentation is filed and named correctly
• Must understand the importance of COIs and how to determine what LOTT, the Owner and the Landlord standards are, and that all subs and vendors adhere to the expectations
• Must assure that all bid logs are up to date and information is correct and stored in its proper file
• Make sure that all communications, back up documents, and essential bid qualifications are saved in the proper place
• Must be able to model professionalism to your team, subcontractors, vendors, Owners, clients, and landlords
• Must review all documentation that leaves the building for the project, and assure that it meets quality and professional standards and is reviewed by the Estimator of the project before being sent
• Must be able to upload plans, create links to plans, and maintain all construction documents
• Must be able to create the Exhibit B – Contract Document List and keep it updated until handed off to project management
• Must be willing to understand all construction processes and the time, circumstance, and processes of most trades
• Must be able to create and submit Owner invoices and understand Owner contractual documents

Responsibilities

• Must be able to professionally communicate with subs and vendors and advocate for working with LOTT
• Must always be able to have all the proper documentation to present to potential subs, vendors and the Estimator
• Must efficiently price and order porta potties, dumpsters, storage containers, fire extinguishers, super supplies, etc.
• Must be able to issue and file master subcontracts, Exhibit S, W9, and Exhibit E to new subs
• Must be able to call and follow up on proposals and quotes
• Must show proficiency in all project technologies, including but not limited to: Procore, Outlook, Excel, Teams, LOTT’s File system, P&P of documentation organization, payment procedures and invoicing
• Must keep files organized and neat and documents properly named
• Must be able to address any concerns, accomplishments, and failures by keeping a best-practice log
• Must support your team to reach their individual goals
• Must be able to address all awarded project turnover items fairly and swiftly to turnover the project team