Estimation Administrator

Grote Enterprises/CINFAB/TJ Dyer/Commercial HVAC; Cincinnati (OH); On-site; USD 42,000 - 54,000; Full time

Job summary

Grote Enterprises/CINFAB/TJ Dyer/Commercial HVAC is seeking an estimating support professional to ensure smooth workflow for paperwork and documentation. You will organize pre-bid materials, coordinate with subcontractors and suppliers, and manage bid-related files.

You will lead bid scheduling, update SharePoint with new opportunities, and help the estimating team with front-end bid reviews using AI tools or Bluebeam to identify language affecting cost.

Qualifications

• Knowledge of bidding processes is preferred.
• Proficiency with Bluebeam.
• Proficiency with Microsoft applications (Outlook, Excel, Word).
• Strong attention to detail.
• Clear and effective communication skills.

Responsibilities

• Log all HVAC, Plumbing, Plan and Spec, Design Build and IPD projects for the Estimating Department.
• Manage the bid schedule and SharePoint with bidding opportunities.
• Contact subcontractors and suppliers for bids and manage bid folders and addenda.
• Prepare post-bid and pre-award documents as required and coordinate bid deliveries.

Skills

Bidding processes

Bluebeam

Microsoft Office

Job description

Summary:

Support the estimating department and ensure smooth and continuous flow of paperwork and documentation.
Organize and manage pre-bid documentation, subcontractors/suppliers and bid paperwork.

Lead by Example:

• Log all HVAC, Plumbing, Plan and Spec, Design Build and IPD projects for the Estimating Department.
• Manage the bid schedule.
• Update and manage SharePoint with all new bidding opportunities.

Build Lifelong Partnerships:

• Support/assist Estimating Department.
• Contact subcontractors and suppliers for all projects being bid.

Act with Integrity:

• Download drawings and specifications for each project as required.
• Manage all bid folders, including addenda, quotes, and ACI reports.
• Apply for surety bid bonds.
• Request reviews of insurance requirements and certificates of insurance for bids.
• Request review of safety aspects of bid.
• Forward subcontracts for review.
• Keep entire estimating group updated on all current information pertaining to the project they are bidding.
• Provide subcontractors and vendors with current bid information through the bid file-sharing software.
• Ensure all bid proposals are properly prepared and executed.
• Coordinate bid deliveries and arrange for a delivery driver.
• Create new estimating and project files on the server.
• Prepare post-bid and pre-award documents, as required.

Put People First:

• Support all Dyer branches with bidding efforts across all Dyer markets, including large capital, Process & Industrial, and Special Projects opportunities.
• Notarize company documents.

Challenge the Ordinary:

• Assist estimators with bookmarking bid drawings, specifications, and front-end documents.
• Use AI tools or Bluebeam search functions to review front-end bid documents for language that may affect cost.

Education and/or Work Experience Requirements:

• Knowledge of bidding processes is preferred
• Proficiency with Bluebeam.
• Proficiency with Microsoft applications, including Outlook, Excel, and Word.
• Strong attention to detail.
• Clear and effective communication skills