Estimating Department Coordinator
9 days ago
El Paso
Job Description POSITION DESCRIPTION & EXPECTATIONS 1. Job Title & Position Information Job Title: Estimating Operations Coordinator Reports To: Estimating Manager Employment Type: Regular Schedule: Monday–Friday, 8:00 a.m.–6:00 p.m., with flexibility as required Compensation: $45,000 - $60,000 2. Position Summary The Estimating Operations Coordinator provides high‐level administrative and operational support to the Estimating Manager and the Estimating Department. This role is responsible for managing daily estimating workflows, coordinating project information, preparing and reviewing proposals, tracking bids, maintaining documentation, and ensuring timely completion of deliverables. The ideal candidate is highly organized, proactive, and able to work independently in a fast‐paced environment. Strong communication, excellent attention to detail, and the ability to coordinate across multiple departments are essential. This position is a key leadership support role and directly contributes to the quality, accuracy, and efficiency of estimating outputs. 2.1 Benefits Paid Time Off (PTO) PTO is accrued every pay period and increases with your tenure at the company. Salaried Employees: • 90 days – 1 year: 10 paid days (2 weeks) + 5 additional unpaid days, • 1 – 5 years: 15 paid days (3 weeks) + 5 additional unpaid days, • 6 – 10 years: 20 paid days (4 weeks) + 5 additional unpaid days, • 90 days – 1 year: 5 paid days (1 week) + 5 additional unpaid days, • 1 – 10 years: 10 paid days (2 weeks) + 5 additional unpaid days Employees receive 7 full paid holidays each year: • New Year’s Day, • Memorial Day, • Independence Day, • Labor Day, • Thanksgiving Day, • Christmas Day, • Christmas Eve (half day), • Health, Dental, and Vision plans available to all eligible employees. 3. Core Responsibilities 3.1 Estimating Department Operations & Workflow Coordination • Manage daily operations of the Estimating Department, including schedules, deadlines, and internal task coordination., • Maintain bid calendars, submission timelines, and departmental priorities., • Track, monitor, and update bid logs, ensuring all proposals meet client specifications and company standards., • Prepare, organize, edit, and finalize construction and telecom estimating proposals., • Review documents for accuracy, completeness, compliance, formatting, and presentation quality., • Ensure all proposal components—scope descriptions, clarifications, exclusions, certifications, and supporting attachments—are properly compiled and organized., • Serve as the central point of contact for bid requirements, project data, and communication with internal teams and external clients., • Coordinate with project managers, engineers, administrative staff, and leadership to align estimating activities with project goals., • Support the Estimating Manager with planning, meeting preparation, follow‐up, and action‐item execution., • Prepare status reports, progress summaries, and departmental metrics as needed., • Assist in developing best practices, templates, tools, and standards for the Estimating Department., • Ensure compliance and audit readiness through consistent documentation and accurate recordkeeping. 4. Short‐Term Expectations (First 30 Days) • Learn all estimating workflows, proposal templates, documentation systems, and internal processes., • Demonstrate accuracy and consistency in bid tracking, document organization, and communication., • Support proposal preparation and establish strong coordination with project managers and engineers., • Begin managing daily departmental workflow under guidance from the Estimating Manager., • Maintain well‐organized digital files and demonstrate strong attention to detail., • Show ability to follow instructions precisely and ask clarifying questions immediately when unclear. 5. Long‐Term Plan & Growth Objectives • Operate independently in coordinating estimating operations with minimal oversight., • Improve proposal quality, document organization, and department workflow efficiency., • Develop expertise in construction/telecom bid requirements to support complex proposals., • Strengthen cross‐department coordination to streamline bid development and project handoffs., • Build long‐term organizational systems that support growth in estimating volume and accuracy., • Become a key leader supporting the Estimating Manager and contributing to departmental advancement. 6. Weekly & Monthly Deliverables Plan 6.1 Daily & Weekly Deliverables (Ongoing) • Daily: Update bid logs, schedules, and proposal documentation., • Daily: Maintain organized electronic filing and ensure all project information is accessible., • Weekly: Submit a status summary covering bids in progress, deadlines, risks, and required support., • Weekly: Verify upcoming bid requirements and coordinate outstanding items with internal teams., • Monthly review of proposal quality, documentation completeness, and deadline performance., • Monthly update of estimating databases, bid logs, and historical records., • Monthly audit of electronic files and documentation for accuracy and compliance., • Monthly proposal of at least one measurable improvement to estimating workflows or documentation systems. 7. Work Expectations & Availability • Must ask questions immediately when instructions or requirements are unclear—no assumptions., • Must maintain high levels of accuracy, organization, and communication in all tasks., • Additional hours may be required to meet bid deadlines or support high‐priority proposals., • Strong professionalism, responsiveness, and ownership of assigned tasks are essential. 8. Qualifications • Strong organizational and multitasking skills., • Excellent written and verbal communication abilities., • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)., • Experience in construction, telecom, or related industries preferred., • Ability to work independently, take ownership of tasks, and maintain work quality., • High attention to detail., • Strong time‐management and prioritization skills., • Ability to collaborate effectively with field and office teams., • Professional communication and follow‐through., • Process‐improvement mindset. 9. Core Values Accountability – takes ownership of deliverables and communicates truthfully. Character – professional conduct and reliability. Integrity – honest reporting and ethical behavior. Safety – follows all safety requirements. Teamwork – collaborates and supports the estimating team. Trustworthy – consistent follow‐through and transparent communication. 10. Work Environment In Office role with office‐based collaboration as needed. May require communication across multiple departments with tight deadlines. 11. Performance Review & Continuation of Engagement This consulting engagement is performance‐based. Continuation of work, expansion of responsibilities, compensation changes, and any future discretionary immigration support (including work visa sponsorship) are contingent upon sustained performance, measurable deliverables, and business needs. The consultant will be evaluated bi‐weekly based on the daily/weekly deliverables and KPI expectations described above. Sincerely, Mark Dittmar, Vice-President Access Communications Group, LLC 2017 Texas Ave. El Paso, TX 79901 (915) 845-0007 – CONSULTING OFFER ADDENDUM NOTICE This document serves as both a Job Description and a Consulting Offer Addendum. Compensation, continuation of engagement, future adjustments, and any discretionary immigration support (including work visa sponsorship) are contingent upon bi‐weekly performance evaluations, demonstrated results, communication effectiveness, and compliance with all daily and weekly deliverables. Company DescriptionAccess Communications Group (ACG), founded in 1996 in El Paso, Texas. Telecommunications and Construction Company that provides services to Federal, State, Local -Commercial and Educational - check our website to look at the projects we have successfully completed! We take immense pride in our exceptional track record as a federal contractor. The evidence is reflected in our outstanding Contractor Performance Assessment Reporting System rating and excellent Process Performance Qualification evaluations. Our satisfied clients span various sectors across Texas, Arizona, New Mexico, and Colorado, comprising federal, commercial, medical, and educational institutions.Access Communications Group (ACG), founded in 1996 in El Paso, Texas. \r\n\r\nTelecommunications and Construction Company that provides services to Federal, State, Local -Commercial and Educational - check our website to look at the projects we have successfully completed!\r\nWe take immense pride in our exceptional track record as a federal contractor. The evidence is reflected in our outstanding Contractor Performance Assessment Reporting System rating and excellent Process Performance Qualification evaluations. Our satisfied clients span various sectors across Texas, Arizona, New Mexico, and Colorado, comprising federal, commercial, medical, and educational institutions.