Estimator Assistant/Bid Coordinator

ESTIMATOR ASSISTANT / BID COORDINATOR

Spence Brothers, a General Contractor and Construction Manager, is looking to fill an Estimator Assistant / Bid Coordinator position to service our Mid-Michigan market, based out of our Saginaw office.

The Estimator Assistant / Bid Coordinator plays an important role in supporting the preconstruction and estimating team by coordinating bid activities, reviewing project documents, preparing quantity takeoffs, and assisting with accurate and timely proposal development. This position works closely with estimators, subcontractors, suppliers, insurance contacts, and other project stakeholders to help ensure each bid is complete, organized, and aligned with project requirements.

We support employee development. There is an opportunity for the Estimator Assistant to grow into a full-time Estimator position.

Key Duties & Responsibilities

Document Management and Bid Logistics

• Review blueprints: Analyze technical plans, specifications, and Request for Proposal (RFP) documents to establish the initial project scope. Determine if project is for general contracting services or trade work such as concrete and general trades.
• Submit RFIs: Identify plan conflicts or missing details early and draft Requests for Information (RFIs) to Construction Manager, Architect and/or Engineer.
• Distribute addenda: Circulate project plan updates, changes, and addenda immediately to all active bidding subcontractors & suppliers.

Subcontractor and Supplier Relations

• Solicit quotes: Send invitations to bid (ITBs) via Procore Bid Management Software and reach out directly to trusted and qualified subcontractors & suppliers to secure trade pricing.
• Post bid invitations to other plan rooms such as CAM, Builders Exchange, MITN, etc.
• Manage database: Update the internal vendor directory to track subcontractor capabilities, certifications, experience and historical reliability.
• Qualify bids: Review incoming subcontractor and/or supplier proposals against scope sheets to verify inclusions and catch hidden exclusions.

Other Estimating Duties & Support Responsibilities

• Pre-Bid Meetings: Attend assigned pre-bid meetings and provide notes, pictures, and pertinent project information.
• Post-Bid Meetings: Attend post-bid meetings if required and provide requested information.
• Build spreadsheets: Input raw material quantities and labor rates into master estimation spreadsheets.
• Complete Proposal Forms or Draft Proposals: Assemble final bid form(s), summaries, and formal cost proposals for a final estimating senior review.
• Job Leads: Search plan rooms and other applicable sites for new job leads.
• Bid Board Updating/Maintenance: Update and maintain bid boards with new projects, revisions, pre-bid information, assigned estimators, etc.
• Subcontractor/Supplier Support: Take incoming calls from new subcontractors and suppliers requesting to be added to our bidder lists.
• Estimating Labor Rates: Update trade work labor rates yearly for estimating purposes (for all three offices)
• Perform and organize quantity takeoffs: Use Bluebeam and other estimating tools to review civil, architectural, structural, MEP, and specialty drawings; measure and verify material, labor, and equipment quantities; compile organized takeoff lists; and enter quantities into Excel bid-day spreadsheets
• Insurance Reviews & Quotes: Review frontend documents and determine if additional insurance is required. Send information to our insurance agent requesting review.

Qualifications

• Minimum two years of experience in construction administration, project coordination or working directly with a construction estimator.
• Understanding of construction management processes.
• Proficiency in reading and comprehending blueprints, building plans, schematics, specifications, and contractor scopes of work.
• Excellent communication, highly organized and being detail oriented are critical to the success of this role.
• Expert problem solving and planning skills are imperative.
• Ability to manage high pressure deadlines.
• Proficiency in Microsoft Project, Microsoft Excel, and Microsoft Outlook.
• Experience with construction management software such as ProCore and Bluebeam.
• OSHA certification preferred.
  
  

Work Environment & Physical Demands

• May need to lift up to 50lbs.
• May work in seated or standing positions for prolonged periods of time, perform sustained manual activities at low to moderate levels of exertion.
  
  

Benefits

We offer a comprehensive benefits package including medical, dental, vision, life insurance, paid holidays and paid time off, 401K with company match and ESOP.

EEOC Statement

Spence Brothers is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

About the Company

Spence Brothers has built trust and important facilities that have helped our communities thrive for over 130 years. Our legacy continues as a trusted leader in Construction Management, Design/Build, and General Contracting services throughout Michigan. We are proud to build facilities that impact all parts of our community, ranging from small projects for non-profit organizations to large corporate facilities. Big or small, Spence Brothers is recognized far and wide for our commitment to quality and dependability by clients, subcontractors, and designers.