Estimating Administrative Coordinator

Job Description

Job DescriptionDescription:

Job Summary:

The Estimating Administrative Coordinator provides essential clerical and administrative support to ensure the efficient operation of EHC’s Estimating and Operations departments. This position serves as a central hub for document management, communication, and schedule tracking related to project bids and proposals. The ideal candidate will be highly organized, detail-focused, and capable of managing multiple administrative tasks in a deadline-driven environment.

Key Responsibilities:

• Document Management:
  Organize, maintain, and update bid documents such as plans, specifications, and communications logs. Ensure all stakeholders have access to the most current materials.
  
• Clerical Support for Bidding:
  Prepare bid bonds, coordinate mailing and delivery of proposals, and assist with collecting and logging subcontractor/vendor quotes.
  
• File and Folder Maintenance:
  Create and maintain well-structured estimating folders on shared drives, ensuring ease of access and proper filing practices for both active and archived projects.
  
• Tracking and Communication:
  Monitor changes to bid documents and confirm distribution and understanding with internal staff and external partners.
  
• Departmental Coordination:
  Assist Estimating and Operations teams by facilitating the handoff of project information and ensuring that current documents are available to field teams and subcontractors.
  
• Administrative Reporting:
  Update project tracking logs, dashboards, and communication templates. Provide administrative assistance for status reports and milestone updates.
  
• Professional Correspondence:
  Draft and send routine emails and other communications using standard templates to support client outreach and internal updates.
  
• Marketing Support:
  Relay project progress and key milestones to the Marketing department for use in newsletters and social media posts.
  

Qualifications:

• Proven clerical or administrative experience, preferably in a construction or professional services environment.
  
• Strong organizational skills with the ability to manage multiple priorities.
  
• Attention to detail and accuracy in data entry and file management.
  
• Clear and professional written and verbal communication skills.
  
• Proficiency in Microsoft Office (Word, Excel, Outlook) and file sharing platforms.
  
• Ability to work independently and support multiple team members.

Requirements:

Physical Requirements

The Estimating Administrative Coordinator position is primarily office-based but may require light physical activity from time to time. The following are typical physical demands associated with this role:

• Sitting/Standing: Prolonged periods of sitting at a desk and working on a computer; occasional standing and walking within the office or jobsite.
• Manual Dexterity: Frequent use of hands for typing, writing, and handling paper documents or office equipment.
• Visual Requirements: Ability to read and interpret detailed documents (e.g., construction drawings, specifications, spreadsheets) on paper and screen.
• Hearing/Speaking: Clear communication via phone, video conferencing, and in-person meetings.
• Lifting/Carrying: Occasionally lift or carry items such as rolled plans, file boxes, or bidding documents weighing up to 25 pounds.
• Mobility: Occasional travel to project sites or delivery locations may be required; ability to enter active job sites safely (PPE provided).

Requirements:

• High School Diploma
• Exceptional verbal, written, and presentation skills.
• Experience in Microsoft applications including Word, Excel, and Outlook.
• Knowledge file management and other administrative procedures.
• Ability to work on tight deadlines.

Benefits

At EHC, we value our team and invest in their well-being and long-term success. As an Estimating Coordinator, you will have access to a comprehensive benefits package that includes:

• 401(k) Retirement Plan
• Health, dental, and vision insurance
• Health Savings Account (HSA)
• Life Insurance
• Short Term Disability
• Paid Time Off (PTO)
• Employee Assistance Program (EAP)

We are proud to provide a drug-free workplace and maintain a strong commitment to equal opportunity employment.

EHC, Inc. is an Equal Opportunity Employer and complies with all applicable Equal Employment Opportunity (EEO)/Affirmative Action requirements. We also participate in USCIS E-Verify for all EHC employees to ensure a legal workforce.

To learn more about who we are and what we do, visit us at: www.ehcconstruction.com