Estimating Coordinator, Special Projects

Overview

The Estimating Coordinator, Special Projects supports the estimating function by managing the administrative, coordination, and documentation aspects of the estimating process for small-to-mid-sized mechanical construction and tenant retrofit projects. Working closely with the Estimator and Special Projects leadership team, this role helps ensure estimates are organized, accurate, timely, and well-coordinated across plumbing and HVAC/R scopes.

This position is well suited for someone who is highly organized, detail-driven, and comfortable working in a fast-paced environment with multiple priorities.

• Receive, log, and track incoming estimate requests for plumbing and HVAC/R special projects
• Maintain and update the Estimate Log, including bid status, due dates, and outcomes
• Coordinate site walks, meetings, and bid submissions with internal teams and external stakeholders
• Assist the Estimator with material takeoffs, document preparation, and scope review as required
• Request supplier and subcontractor pricing and ensure quotes are received, filed, and properly documented
• Organize drawings, specifications, addenda, and project documentation for estimating packages
• Prepare draft quotations, scope summaries, and supporting documentation for review and approval
• Submit approved quotations to clients in a professional and timely manner
• Support handoff of awarded projects to Project Management and/or Coordination teams
• Ensure estimating files are complete, organized, and archived according to company standards
• Assist with post-project estimate reviews and documentation of lessons learned
• Communicate clearly with internal teams, suppliers, consultants, and General Contractors as needed

• Previous experience in a construction, mechanical contracting, or estimating support role preferred
• Familiarity with plumbing and HVAC/R scopes is an asset
• Ability to read and understand basic construction drawings and project documentation
• Strong organizational and time-management skills with attention to detail
• Clear written and verbal communication skills
• Proficiency with Excel, estimating software, and document management systems
• Ability to manage multiple tasks and deadlines in a fast-paced environment
• Team-oriented with a willingness to support and learn from senior estimators