Estimating Coordinator

CDO GROUP Provides General Contracting services for Multi-Unit Retail Centers, Quick Service Restaurants, Fitness Centers, Etc.

About CDO:

Formed in 1998 by a group of client-side development professionals in an effort to address the changing and often unpredictable development schedules facing retail companies. CDO Group has quickly grown into one of the top firms servicing the multi-unit retail industry with thousands of successfully executed projects nationwide.

We are searching for an Estimating Coordinator who is looking to worth with a growing team. We specialize in Restaurant and Retail, new construction and remodel programs for our national clients.

Department: Pre-Construction

Reports To: Director of Estimating / VP of Pre-Construction

Position Summary:

The Estimating Coordinator supports the estimating team by driving subcontractor engagement, organizing bid efforts, and ensuring pre-construction processes run efficiently. This role is heavily relationship-driven. The primary responsibility is building and maintaining strong subcontractor partnerships to ensure competitive, complete, and timely bid coverage. This is not a passive administrative role. It requires outbound calls, follow-up, coordination, and ownership of subcontractor participation and bid organization.

Key Responsibilities:

• Subcontractor Relationship Development (Primary Focus)

• Build and maintain a robust database of qualified subcontractors by trade and region.

• Proactively call subcontractors to introduce opportunities and secure bid participation.

• Develop long-term working relationships with reliable trade partners.

• Track subcontractor performance, responsiveness, and competitiveness.

• Continuously recruit and prequalify new subcontractors.

• Coordinate scope clarification discussions between estimators and subs.

• Ensure proper insurance, licensing, and compliance documentation is current.

Bid Coordinating & Invitations:

• Distribute bid invitations and project documents to targeted subcontractors.

• Follow up consistently to ensure coverage across all trades.

• Track bid intent and maintain live coverage reports.

• Coordinate addenda distribution and confirm receipt.

• Manage bid submission deadlines and ensure proposals are received on time.

• Organize and log subcontractor proposals for estimator review.

Estimating Team Support:

• Assist estimators with trade scope breakdowns and bid leveling spreadsheets.

• Help identify bid gaps and secure last-minute coverage if needed.

• Support pre-bid meetings and site visit coordination.

• Maintain organized digital bid files.

• Assist with post-bid follow-up and award communication.

Process & Systems:

• Maintain and update subcontractor database (HubSpot, Smartsheet, or internal system).

• Track bid metrics such as coverage ratio, response rate, and trade competitiveness.

• Help refine pre-construction workflow and subcontractor communication processes.

• Support reporting on bid activity and participation trends.

Qualifications:

• 2–5 years experience in construction, estimating support, project coordination, or subcontractor management.

• Strong phone presence and relationship-building skills.

• Comfortable making outbound calls daily.

• Highly organized and detail-oriented.

• Strong follow-up discipline.

• Ability to manage multiple bid deadlines simultaneously.

• Familiarity with construction trades and terminology preferred.

• Experience with bid platforms (BuildingConnected, Procore, PlanHub, etc.) is a plus.

• CRM/database experience preferred.

Traits That Matter:

• Persistent without being pushy.

• Relationship-oriented.

• Proactive problem solver.

• Organized and structured.

• Strong sense of urgency.

• Team player who supports estimators under deadline pressure.

Performance Metrics (Example KPIs):

• Bid coverage percentage by trade.

• Subcontractor response rate.

• Growth of qualified subcontractor database.

• On-time bid package distribution.

• Estimator satisfaction score.

• Reduction in last-minute bid gaps.

Compensation & Benefits Package:

$70,000-$80,000 salary

50% of Health Insurance paid for by company

3.5% 401k Match

Please contact here or email resume to brandon@lastlightsearch.com to setup an interview.