Estimating Coordinator

Cutting Edge Group; Yukon; On-site; CAD 50,000 - 60,000; Full time

Job summary

Cutting Edge Consulting Inc. in Canada is seeking an Estimating Coordinator in the Yukon to support the estimating and project teams. This role focuses on organizing tender packages, tracking deadlines, maintaining estimating records, and facilitating communication between internal teams and external stakeholders.

The position reports to the Estimating Manager and collaborates with the BD Coordinator. Candidates should be highly organized with a detail-oriented mindset and the ability to thrive

Qualifications

• 1 year minimum experience in an administrative, coordination, or document-control role.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Strong organizational and time management; ability to manage multiple deadlines.
• Clear, concise written communication; ability to summarize complex information for leadership.
• Experience with First Nations agreements or bid reporting is a plus.

Responsibilities

• Bid document management: log, organize, and maintain tender packages and related documents.
• Bid scheduling and deadline tracking: maintain master bid calendar and schedules.
• Bid prioritization: assess opportunities and advise Estimating Manager.
• Proposal assembly and submission: compile forms, bonds, certificates, and qualifications.
• Vendor quotations: request and track subcontractor/supplier quotes.
• Reporting: maintain bid logs and produce progress and executive summaries.
• First Nations reporting: track commitments and documentation.
• General duties: provide professional service and apply company procedures.

Skills

Microsoft Office

Organizational skills

Time management

Written communication

Education

Post-secondary education in business administration or construction management

Tools

Microsoft Project

Job description

Company Overview

Cutting Edge Consulting Inc. is a forward-thinking industrial construction and crane services provider operating across multiple regions, including Yukon and other key locations. With a strong foundation rooted in integrity, safety, quality, and a vibrant company culture, we are dedicated to delivering exceptional results through innovative technology and a commitment to excellence.

The Estimating Coordinator plays a key role in supporting the estimating and project teams by coordinating bid documents, managing estimating workflows, and ensuring the accuracy and consistency of project information. This position is responsible for organizing tender packages, tracking deadlines, maintaining estimating records, and facilitating communication between internal teams and external stakeholders. The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced environment, with a strong focus on process improvement, collaboration, and delivering high-quality support throughout the estimating and pre-construction process.

Position Summary

The Estimating Coordinator keeps the Estimating Department organized and makes sure every bid is submitted complete and on time. This is an administrative role focused on document control, bid scheduling, prioritization, and reporting. It does not involve interpreting drawings or performing quantity take-offs. This position reports to the Estimating Manager and works closely with the Business Development (BD) Coordinator.

Responsibilities

Responsibilities for this position will include, but are not limited to, the following.

Bid document management

• Receive, log, and organize all incoming tenders, RFPs, RFQs, drawings, specifications, addenda, and contract documents.
• Maintain a consistent filing structure and naming convention so the team can find current documents quickly.
• Track addenda and revisions, confirm the team is working from the latest versions, and archive superseded documents.

• Register for bid opportunities, download tender packages, and monitor bidding portals for updates.

Bid scheduling and deadline tracking

• Maintain the master bid calendar, including site visits, question deadlines, and submission dates.
• Estimate the time required to complete each bid and build internal schedules that work back from the submission date.
• Send reminders to estimators, managers, and stakeholders ahead of internal and client deadlines.

• Flag schedule conflicts and capacity issues to the Estimating Manager early.

Bid prioritization

• Assess incoming opportunities against criteria such as likelihood of award, client relationship, fit with company capabilities, and available capacity.
• Recommend a priority ranking for active bids to the Estimating Manager for approval.

• Track win/loss results to refine prioritization over time.

Proposal assembly and submission

• Support the composition of proposal packages, including compiling forms, bonds, insurance certificates, safety documentation, resumes, and company qualifications.
• Check submissions against tender requirements for completeness and compliance before they go out.
• Coordinate signatures and approvals, and submit bids on time through the required method.

• Request and track subcontractor and supplier quotations and keep vendor contact lists current.

Reporting and executive summaries

• Maintain the bid log and produce regular reports on bid status, pipeline, submissions, and win/loss results.
• Prepare concise executive summaries of bids, covering scope, value, key dates, requirements, and risks, for leadership review.

• Meet all internal and client reporting requirements accurately and on schedule.

First Nations agreements and reporting

• Work closely with the BD Coordinator to track and report on First Nations agreements, partnerships, and participation commitments.
• Make sure bid submissions include required Indigenous participation information and supporting documentation.

• Maintain records needed to show compliance with First Nations agreement commitments.

General

• Provide responsive, professional service to clients, employees, and vendors.
• Communicate clearly and concisely, both orally and in writing.
• Apply established company policies and procedures, including safety procedures and principles.

• Perform other related duties as assigned by the Estimating Manager.

Progressive Responsibilities

After showing proficiency, accuracy, and the ability to manage core coordination duties independently, the incumbent may take on additional responsibilities, including:

• Developing and improving department templates, checklists, and bid-tracking tools.
• Leading go/no-go review preparation by compiling opportunity information for management decisions.
• Analyzing bid history and win/loss trends to support departmental planning.

• Supporting process improvements that help the department consistently meet submission deadlines.

Qualifications

Required

• Minimum of 1 year of experience in an administrative, coordination, or document-control role, preferably in construction or a related industry.
• Proficiency in Microsoft Office, including Word, Excel, and Outlook.
• Excellent organizational and time management skills, with a proven ability to manage multiple deadlines at once.
• Strong attention to detail and accuracy in document handling and reporting.

• Clear, concise written communication, including the ability to summarize complex information for leadership.

Assets

• Experience with Microsoft Project or other scheduling tools.
• Estimating or bid-coordination experience in the construction sector.
• Familiarity with public tendering processes and bidding portals.
• Knowledge of or experience working with First Nations agreements, Indigenous partnerships, or participation reporting.

• Post-secondary education in business administration, office administration, or construction management.

$50,000-$60,000 annual salary