Coordinator – Sales and Estimating

ADF Group; Terrebonne; Hybrid; CAD 55,000 - 75,000; Full time

Benefits offered by this job

Compressed 4.5-day workweek

Group insurance plan with employer con

Pension plan with employer con

Employee and family assistance program

EV charging stations

Fully equipped on-site fitness center

Job summary

ADF Group, a world leader in structural steel engineering, seeks a detail‑oriented estimator support professional to manage bids, control project documents, and assist in communications with suppliers and clients. You will coordinate documentation, deadlines, and version control to keep estimators informed and bids accurate.

Responsibilities span bid entry, documentation updates, RFIs, and transfer of awarded projects to execution teams.

Qualifications

• College degree (DEC) in a field related to architecture, construction, or engineering.
• Experience in structural steel, fabrication, construction, or estimating is a plus.
• Ability to read and navigate effectively through drawings, specifications, and construction documents; knowledge of structural steel terminology is a plus.
• Proficiency in Microsoft Excel, Outlook, Word, PDF software, and document management systems.
• Fluency in English, both spoken and written.

Responsibilities

• Enter bids into the computer system and prepare the required documentation.
• Keep project information up to date in the estimating systems.
• Update submission deadlines, project statuses, assigned estimators, and client information.
• Follow up internally regarding information required before submitting a bid.
• Assist with closing out bids.
• Manage documentation related to requests for proposals, including receiving and downloading drawings, specifications, addenda, forms, and other documents from various platforms.
• Verify the completeness of received documentation and identify any missing or incomplete items.
• Update and organize documents upon receipt of new drawings, revisions, or addenda.
• Ensure version control so that estimators always have the most recent drawings, specifications, and addenda.
• Promptly notify estimators and sales representatives of any new revisions or addenda received.
• Distribute bid information to the relevant team members.
• Forward bid requests, plans, specifications, and addenda to the relevant suppliers and subcontractors.
• Coordinate requests for information and clarification as needed.
• Assist in completing requests for proposals, prequalification documents, questionnaires, and other administrative requirements.
• Request bid bonds and required insurance documents from the Project Administration team.
• Verify that the company’s prequalification status is up to date and perform or coordinate any necessary updates.
• Participate in the transfer of documents from the Estimating department to the execution teams after a contract is awarded.
• Ensure that documents for awarded projects are complete, organized, and accessible to the relevant teams.
• Ensure that the latest versions of plans, specifications, addenda, clarifications, and relevant documents used during the bid process are included in the transfer package.

Skills

Bid management

Documentation

Organizational skills

Project management

Multitasking

Attention to detail

Communication

Education

DEC in architecture/construction/engineering

Tools

Excel

Outlook

Word

PDF software

Document management systems

Job description

Dive into the world of steel excellence with ADF Group, the world leader in structural steel engineering. We shape the future with our commitment to innovation and quality, pushing the boundaries of engineering on projects of international scope.

Main Responsibilities

Opportunity and Bid Management

• Enter bids into the computer system and prepare the required documentation.
• Keep project information up to date in the estimating systems.
• Update submission deadlines, project statuses, assigned estimators, and client information.
• Follow up internally regarding information required before submitting a bid.
• Assist with closing out bids.

Document Management and Control

• Manage documentation related to requests for proposals, including receiving and downloading drawings, specifications, addenda, forms, and other documents from various platforms.
• Verify the completeness of received documentation and identify any missing or incomplete items.
• Update and organize documents upon receipt of new drawings, revisions, or addenda.
• Ensure version control so that estimators always have the most recent drawings, specifications, and addenda.
• Promptly notify estimators and sales representatives of any new revisions or addenda received.

Sales and Estimating Support

• Distribute bid information to the relevant team members.
• Forward bid requests, plans, specifications, and addenda to the relevant suppliers and subcontractors.
• Coordinate requests for information and clarification as needed.
• Assist in completing requests for proposals, prequalification documents, questionnaires, and other administrative requirements.
• Request bid bonds and required insurance documents from the Project Administration team.
• Verify that the company’s prequalification status is up to date and perform or coordinate any necessary updates.

Transfer of Awarded Projects

• Participate in the transfer of documents from the Estimating department to the execution teams after a contract is awarded.
• Ensure that documents for awarded projects are complete, organized, and accessible to the relevant teams.
• Ensure that the latest versions of plans, specifications, addenda, clarifications, and relevant documents used during the bid process are included in the transfer package.

Desired Qualifications

• College degree (DEC) in a field related to architecture, construction, or engineering,
• Experience in structural steel, fabrication, construction, or estimating is a plus.
• Ability to read and navigate effectively through drawings, specifications, and construction documents; knowledge of structural steel terminology is a plus.
• Proficiency in Microsoft Excel, Outlook, Word, PDF software, and document management systems.
• Fluency in English, both spoken and written.
• Excellent organizational skills, attention to detail, and a meticulous approach.
• Ability to effectively manage multiple projects, deadlines, and priorities simultaneously.

What We Offer

• Compressed 4.5-day workweek and flexible schedule;
• Comprehensive group insurance plan with employer contribution;
• Pension plan with employer contribution;
• Employee and family assistance program (including access to telemedicine);
• Charging stations (free of charge) for electric vehicles;
• Fully equipped on-site fitness center for employees;