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Estimating Coordinator


Receive, log, archive in Smart Bid database coordinate and distribute project bid documents to subcontractors and KL Bid Team members. Also carry out and monitor the “Invitation to Bid” process and subsequent communications with subcontractors confirming maximum coverage for the bid day process as envisioned by the KL Bid Team.


  • Maintain and manage Smart Bid, the KL Estimating subcontractor database including supplier and minority secondary databases.
  • Coordinate and track subcontractor prequalification process.
  • Working with the Bid Captain; receive, document and distribute project bidding documents and updates to all subcontractors as necessary.
  • Prepare and update project plan and specification logs.
  • Assist team on Bid Day with KL Bid Proposal Documents and it’s “on time” submission and client acknowledgement, and subcontractor follow up, bid receipt and distribution.
  • Format and organize bid proposal forms for Bid Captain use on Bid Day
  • Attend, provide input and take notes at internal estimating huddles and meetings, including scheduling and coordinating periodic subcontractor and supplier introductory “lunch and learns” sessions
  • Maintain digital file upkeep/cleanup within the Estimating “O” drive for consistency and ease of use
  • Assist Business Development/Marketing with Preconstruction/Estimating materials as needed for client presentation and RPF booklets, and Brand recognition efforts
  • Order and coordinate estimating required plans and specifications printing with KL reprographics company
  • Order and maintain estimating office supplies displaying fiscal acumen throughout process
  • Gather Estimating Department time sheets for submittal to Payroll after getting EVP signature
  • Assist Bid Captain in preparing the Bid Book per KL protocol for the Operations “Hand Off” meeting after project award and assure all digital data is provided to the Operations team
  • Provide estimator phone/email support as needed during Bid Day “Red Zone” to assure required subcontractor coverage
  • Communicate with Smart Bid Software rep on database updates, new processes, and organization
  • Communication and display company vision, values, and goals

Minimum Experience:

Minimum of 3 year of experience directly related to the duties and responsibilities specified above. Strong background in Microsoft Office, Outlook, Word and Excel.

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