Administrative Coordinator (Estimating Department)

Be part of a fast-growing construction company where what you do really matters.

As our Estimating Department Administrative Coordinator, you will support our construction estimating team to keep the department organized, follow up on outstanding bids and ensure that nothing slips through the cracks.

This is your opportunity to expand your knowledge and abilities and gain additional exposure within the estimating department, applying your administrative and organizational skills.

If you are in a small office and looking to broaden your horizons, or you are in an administrative role and looking for more growth, this is your opportunity. Work on a team that values your effort, counts on your organization, and gives you the chance to grow along with the company.

Administrative Coordinator (Estimating Department) – Your Job Duties

You will support the estimating team including a Chief Estimator and a team of estimators, providing support for bid management, pre-qualification and compliance, bid day support and helping with general office administration as needed.

You will:

Bid Management & Subcontractor Outreach
Oversee bid invitations and solicitations through platforms such as BuildingConnected and Builders Exchange

• Conduct subcontractor outreach to ensure comprehensive trade coverage, while maintaining accurate and up-to-date vendor databases
• Monitor pre-bid notices, addenda, and RFI responses to keep the estimating team informed

Prequalification & Compliance

• Distribute and collect subcontractor prequalification forms, track compliance documentation (insurance, bonding, safety records, licenses), and ensure all requirements meet company standards

  Bid Day Coordination & Support

• Assist estimators in reviewing and organizing subcontractor proposals, tracking incoming bids, and maintaining bid tabs for final review
• Manage communication with subcontractors to ensure timely submissions and prepare final bid documents and proposals for delivery

Administrative & Estimating Support

• Organize and maintain digital bid files, drawings, and specifications
• Submit bids electronically or physically with accuracy and timeliness
• Assist with job walks by capturing notes and supporting estimators, and track bid results, awarded projects, and subcontractor performance

Administrative Coordinator (Estimating Department) - Required Skills, Experience & Culture Fit

You Have:

• Proven experience providing administrative or operational project support
• Strong organization and attention to detail so nothing falls through the cracks
• The ability to stay focused while navigating the fast-paced, sometimes unpredictable environment of a small, growing company
• Experience managing multiple priorities, deadlines, and tasks at once – you are a master juggler
• Experience with Microsoft Office (Excel strong, Outlook, Word, Teams) and comfort learning new softwares

Administrative Coordinator (Estimating Department) - You Might Have (desired, not required)

• Prior experience or familiarity with construction terminology, bid processes, and subcontractor trades / working in a construction company
• Experience using Bluebeam construction software
• Worked with Construction Bid Management systems like BuildingConnected or Builders Exchange

Administrative Coordinator (Estimating Department) – Benefits & Pay for You

This role is based in the Oakland, California office, with occasional local travel (up to 10%) to job sites for project walk-throughs

Your base salary for full-time work will be $70,000 - $80,000 per year, commensurate with experience.

You will be provided with 100% paid for medical, dental and vision insurance with choice of plans. In addition you will receive paid vacation, paid holidays and additional incentives. Commute reimbursement including toll is available. Free parking is provided.