Estimating Coordinator: Bid & Admin Pro in Construction

EMCOR Group, Inc.; New York (NY); Hybrid; USD 66,000 - 70,000; Full time

Job summary

Penguin is seeking an Estimating Coordinator to support estimating and related administrative tasks for projects in the New York metropolitan area. The ideal candidate will have strong analytical thinking, excellent multi-tasking ability, and the capacity to manage relationships with internal and external stakeholders.

This role emphasizes accuracy in bid preparation, document control, and coordinating with vendors and clients while maintaining confidentiality and meeting tight deadlines.

Qualifications

• Minimum 2-3 years administrative/procurement experience.
• Bachelor’s Degree preferred; comparable experience acceptable.
• Knowledge of procurement, construction industry, and operations management is a plus.
• Familiarity with federal, state, and city regulations.

Responsibilities

• Assist workload of departments and act as gate keeper and internal/external contact.
• Communicate with vendors and clients as needed.
• Maintain department office supplies inventory.
• Maintain confidentiality of operations information.
• Escalate critical/sensitive issues with recommendations.
• Maintain and update bid list daily.
• Assign proposal numbers to bid opportunities and maintain folders.
• Prepare finalized proposals per estimating bid forms.
• Manage high volume of emails.
• Handle inquiries from subcontractors/general contractors.
• Perform additional assignments as required.

Skills

Administrative

Procurement

Communication

Organization

Multi-tasking

Attention to detail

Education

Bachelor’s Degree

Tools

Microsoft Office

Outlook

Word

Excel

Adobe

Job description

About Us

We are one of the New York metropolitan area's leading specialty general contractors, with expertise in mechanical, HVAC, building automation, and customized maintenance programs. Our end-to-end solutions include designing, building, and installing a wide variety of systems that meet the needs of virtually every market sector, including commercial and financial services, technology, and more.

Job Summary

COMPANY OVERVIEW

Penguin has been serving the New York metropolitan area for more than 70 years with professional and competitive commercial mechanical and facility maintenance services.

Our licensed professional engineers and more than 150 technicians expertly install, operate, maintain, and service mechanical, electrical, and HVAC systems for clients in many different industries.

By applying our expertise to project design and installation, we help our customers to better understand effective project design and control installation costs. We also make sure they understand all long-term costs involved.

SUMMARY

The Estimating Coordinator position is a critical role for the company. The ideal candidate will be responsible for assisting with estimating and administrative related tasks. The ideal candidate must have strong analytical thinking skills, an excellent ability to multi-task, and the ability to manage relationships with internal and external entities.

Essential Duties & Responsibilities

Include the following. Other duties may be assigned.

• Assist departments workload, act as a gate keeper and internal/external contact.
• Communicate with vendors and clients, as needed.
• Take inventory of department’s office supplies, sort and distribute as needed.
• Maintain confidentiality of operations department and company information.
• Escalate critical and/or sensitive issues to the department managers with recommendation for resolution.
• Maintain and update bid list daily
• Assign proposal numbers to bid opportunities, create and maintain proposal folders with all updates/addenda to plans and specifications.
• Prepare finalized proposal to submit as per estimating bid forms.
• Manage a high volume of incoming and outgoing emails.
• Handle incoming calls regarding inquiries from subcontractors/general contractors.
• Perform additional assignments as required by the operating needs of the company or as directed by executives.

Qualifications

#penguin

To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

PREFERRED EDUCATION and/or EXPERIENCE

• Minimum 2-3 years working in an administrative / procurement capacity.
• Bachelor’s Degree or currently pursuing preferred. Comparable relevant work experience also acceptable.
• Working knowledge of procurement, construction industry, and operations management is a plus.
• Working knowledge of federal, state, and city regulations and guidelines.

PREFERRED SKILLS and ABILITIES

• Excellent organization, communication, and interpersonal skills
• Business writing and reporting skills
• Strategic, analytical, and multi-tasking skills
• Time management skills – ability to meet frequent deadlines
• Basic clerical skills, including but not limited to typing, scanning, calendar management, handling mailings, etc.
• Attention to detail

COMPUTER SKILLS

• Must demonstrate proficiency in Microsoft Office applications, (i.e. Outlook, Word and Excel) and Adobe.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, see, talk, and hear. The employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls. The employee is regularly required to walk, reach with hands and arms, climb or balance and stoop, kneel, crouch, or crawl. The employee may occasionally lift and/or move up to twenty-five (25) pounds. Specific vision abilities required by the job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee may expect to work in typical office environment conditions except when visiting field locations. Field environments may vary based on project, manufacturing, or weather conditions. The noise level in the work environment is usually moderate to loud.

Benefits

We offer our employees a competitive salary and comprehensive benefits package and are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled

Equal Opportunity Employer

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled.

Affirmative Action Policy

Please review our Affirmative Action Policy.

Notice to Prospective Employees

Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine. EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR’s normal application process – it is probably fraudulent.

Geographic Disclosure

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled

Compensation Range: $66,300 - $70,000

Benefits: We are committed to providing employees a comprehensive benefits package which includes medical, dental, and vision coverage, along with health savings and flexible spending accounts, life insurance, disability, a 401(k) Savings Plan, College Coach and employee assistance program.