Estimating Coordinator

Crete United; Annapolis (MD); On-site; USD 55,000 - 65,000; Full time

Benefits offered by this job

PTO

Vehicle expense reimbursement

Company cell phone

Company laptop

Growth opportunities

Job summary

General and Mechanical Services, a Crete United Company, is seeking a detail-oriented Estimating & Sales Administrative Support professional in Annapolis, MD. You will assist estimators and sales teams with bid setup, tracking, documentation, and deadline management, while maintaining bid files and logs.

You’ll coordinate vendor and subcontractor quotes, help prep proposals, and ensure clean job handoffs by entering project data and required documents in company systems.

Qualifications

• 3-5 years of experience in MEP disciplines.
• Experience in estimating or pre-construction is valuable.
• Ability to read drawings and specifications clearly.
• Strong administrative and organizational skills with attention to detail.
• Experience with bid setups, proposals, and vendor coordination.
• Trade license preferred.

Responsibilities

• Support estimators and sales team with bid setup, tracking, documentation, and deadline management.
• Create and maintain bid folders, proposal files, quote logs, drawing folders, and related estimating records.
• Track bid due dates, addenda, scope updates, vendor responses, and outstanding information requests.
• Prepare draft proposal packages, qualification lists, bid forms, alternates, and supporting documents for estimator review.
• Help maintain estimating templates, vendor lists, subcontractor lists, project data, and historical cost information.
• Solicit vendor and subcontractor quotes and organize quote logs.
• Send drawings, specifications, addenda, bid dates, and scope notes to vendors and subcontractors.
• Follow up on quote status and flag missing pricing before bid deadlines.
• Set up awarded jobs in company systems and coordinate with multiple departments for a clean startup.
• Track required forms, insurance documents, subcontractor paperwork, and internal approvals.

Skills

MEP estimating

Bid management

Sales support

Excel

Outlook

CRM

ERP

Project management systems

Tools

Excel

Outlook

CRM

ERP

Project management systems

Job description

Candidates must have 3-5 years of experience in the MEP disciplines (Mechanical, HVAC, or Plumbing). Experience does not need to be exclusively mechanical—strong plumbing or HVAC estimating experience is equally valuable.

Where: Annapolis MD

Salary: $55-65K DOE + Performance based bonus up to 10% of your salary

Core Responsibilities

Estimating & Sales Administrative Support

• Support estimators and sales team members with bidsetup, tracking, documentation, and deadline management
• Create andmaintainbid folders, proposal files, quote logs, drawing folders, and related estimating records
• Track bid due dates, addenda, scope updates, vendor responses, and outstanding information requests
• Prepare draft proposal packages, qualification lists, bid forms, alternates, and supporting documents for estimator review
• Helpmaintainestimating templates, vendor lists, subcontractor lists, project data, and historical cost information

Vendor & Subcontractor Quote Coordination

• Solicit vendor and subcontractor quotes based on estimator direction and project scope
• Send drawings, specifications, addenda, bid dates, and scope notes to vendors and subcontractors
• Follow up on quote status and flag missing pricing before bid deadlines
• Organize incoming quotes, confirm scope coverage, and route questions or exclusions to the assigned estimator
• Maintain quote comparison logs so estimators have clear, current information during bid review

Job Setup & System Coordination

• Set up awarded jobs in company systems after handoff from sales or estimating
• Enter project names, customer information, contacts, billing details, scope notes, cost codes, and required documentation
• Coordinate with operations, project management, accounting, andpurchasingto confirm clean job startup information
• Track required forms, insurance documents, subcontractor paperwork, purchase information, and internal approvals
• Support smooth handoff from estimate to booked job by keeping documents complete and easy to find

Career Development Paths

• Estimating path: Learn how estimates are built, reviewed, qualified, and submitted
• Build plan-reading skills through daily work with drawings, specifications, addenda, scopes, and vendor questions
• Assistwith quantity checks, quote leveling, scope summaries, and proposal preparation as technical skills grow
• Participate in estimate reviews to understand pricing strategy, risk, exclusions, and schedule impact
• Progress toward Junior Estimator, Estimator, and Senior Estimator responsibilities as accuracy, judgment, and technical knowledge improve
• Sales path: Learn how opportunities areidentified, qualified, tracked, proposed, and handed off after award
• Support customer follow-up, CRM updates, proposal coordination, bid calendar tracking, and quote status communication
• Develop customer communication skills through daily contact with owners, general contractors, vendors, and internal teams
• Learn the sales process from lead intake through proposal, negotiation, award, and operations handoff
• Progress toward Sales Coordinator, Account Manager, or Sales Representative responsibilities as product knowledge, customer judgment, and follow-throughimprove

Qualifications

• Strong administrative, organizational, and follow-up skills
• Ability to manage several bids, deadlines, and communication threads at the same time
• Comfortable working in Excel, Outlook, shared drives, CRM, ERP, or project management systems
• Clear written and verbal communication with vendors, subcontractors, customers, and internal teams
• High attention to detail with names, numbers, dates, versions, and document control
• Interestin mechanical, HVAC, plumbing, construction, or pre-construction work
• Prior construction administration, sales support, service coordination,purchasing, dispatch, or project coordination experience preferred
• Career Growth at GMS
  • Senior Mechanical Estimator
  • Mission Critical Estimating Lead
  • Preconstruction Manager
  • Strategic Pricing / Systems Analyst
• Experience and 5 total years of trade experience
• Trade License preferred
• Strong written and verbal communication skills
• Technical knowledge
• Ability to read and interpret drawings and specifications

What’s in it for you:

• Salaried position up to $65k base DOE + Performance bonuses up to 10% of base salary
• Competitive employee benefits with PTO
• Vehicle expense reimbursement
• Company provided cell phone and computer
• Great culture and core values
• Growth opportunities

General and Mechanical Services, a Crete United Company, is an equal opportunity employer, considering all applicants for employment regardless of race, color, religion, sex, gender identity, pregnancy, national origin, ancestry, citizenship, age, marital status, physical disability, sexual orientation, genetic information, or any other characteristic protected by state of federal law. Women and minorities are encouraged to apply.