Estimating Coordinator – Rockland, MA or Newington, CT

Summary/Objective

• The project coordinator prepares, organizes and analyzing project proposals and requirements. The administrator works with the estimating, sales and marketing teams as well as interface directly with our clients as it relates to projects and to bid related questions.

Essential Functions:

Bid List

• Manage customer bid lists and registers information into the FACTS Bid List
• Names the projects according to what is listed on the title block.
• Posts projects with proper due dates and cross references the due dates with multiple sources.
• Review and evaluates that the most current drawings are filed under the job and cross reference the most up to date drawing packages with multiple sources.
• Verifies all specifications are downloaded and saved to the appropriate job folder.
• Coordinates with marketing team on pre-construction equipment selections and then link them to estimating team folder.
• Adds notes to the bid list to assist in prioritization. Noting plan download date and any specific instructions from contractors.
• Frequently reviews FTP sites for posting, addendums and retrieving bid documents before they are due.
• Registers and rechecks all public jobs to receive addendums.
• Provide customer support as it relates to quote requests, quote management, quote questions and clarifications.

Essential Functions

• Pre-Purchase Coordinator
• Manage and coordinate All pre-purchase packages including:
• Engineered Air, Greenheck MUA, Vektor Packages, PRICE Chilled Beams, PMI
• If required, you may be required to generate a separate file to separate pre-purchase opportunities from standard bidding.
• Identify products to be quoted for the pre-purchase
• Work with the Assistant Sales Manager to identify what manufacturer to send the pre-purchase package to.
• Maintain detailed logs on correspondence, quote distribution, addendums, RFI’s.
• Develop and maintain a follow up system on all pre-purchase packages.
• Product Distribution Coordinator:

• After the projects are loaded into the bid list, review scope of project, identify and send off all plans/schedules and specifications necessary for the factories to price the required equipment.
• Maintain an active list of manufacturer’s and products with capacities and areas of expertise.
• All factory quote requests must be completed 4 days prior to job bid date
• All requests must be logged appropriately in the job folders (Sent & Received)
• File all retuned pricing from the factory into the job file.
• Add notes to bid list to identify what products are on the job: Scheduled Fans & RGD. Not Scheduled Louvers & Chilled Beams
• Run weekly Estimating reports to determine estimating completion percentage.

• Maintain knowledge of HVAC fundamentals and product lines, staying informed of new products; and utilizing opportunities to further educate self, co-workers and customers.

Competencies

• Demonstrate ability to multitask with effective organizational skills with an attention to detail.
• General understanding and knowledge of selling principles
• Use logic and reasoning to work through design issues while estimating projects.
• Must possess a positive “Can Do” attitude, conscientious, enthusiastic, articulate, and possesses a professional attitude to handle a fast-paced work environment.
• Able to meet deadlines without constant supervision
• Interact professionally with other employees, customers and suppliers
• Work effectively as a team member
• Work independently while understanding the necessity for communicating and coordinating work efforts with other employees and organizations
• Able to follow established sales guidelines and procedures.

Work Environment

• Collaborative team atmosphere with an emphasis on getting the job done and having fun while doing it. Remote flexibility 1 day a week comes after a certain training period and significant time at the company.

Position Type/Expected Hours of Work:

• Full time
• Monday- Friday
• 40-45 hours per week

Required Education and Experience

• 5 years of relevant experience.
• Comprehensive understanding and working knowledge of Microsoft Office including Excel, Word and Outlook
• Able to read and understand blueprints, equipment schedules and specification.

Preferred Education and Experience

• Advanced degree preferred