ESTIMATING ASSISTANT

• Bid Coordinator (Clerical focus)
• Trade Leader (Technical focus)

Core Competencies & Common Tasks:
 

Bid Coordinator (clerical focus):

• Consistent Process
  • Follows Bid Roadmap to coordinate bid process from receipt of RFP to submission of bid deliverable to client
• Document Control
  • Secures Landlord rules & regulations
  • Creates SharePoint bid site & fills out bid board information.
  • Downloads bid documents and construction drawings, combines loose sheets into unified bid sets (as needed), and uploads documents to SharePoint bid site.
• Subcontractor Outreach
  • Receives Pre-Launch trade list and uses it to generate subcontractor bid list in BidMail.
  • Uploads bid documents and construction drawings to BidMail plan room, then send bulk ITB to selected contacts.
  • Calls subcontractors nationwide to ensure receipt of our ITB using subcontractor bid list as a guide. Solicits interest, secures commitments to bid, and locks down qualified proposals. NOTE: Phone calls are a sizable portion of the job and are critical to success in the position. You will be expected to make an average of forty calls or more per day during busy season. 
  • Leaves detailed notes in BidMail and updates subcontractor contact info and bid-specific information accordingly.
  • Files received subcontractor bids by DCC code & trade. Tracks revision history and ensures only the most recent bids are included in top level bid folder.
  • Uses effective soft skills to build subcontractor trust and rapport through phone and email communication.
• RFI Coordination
  • Collects RFI questions from subcontractors, routes to main RFI document.
  • Distributes corresponding RFI responses to bid team and relevant subcontractors & suppliers.

Trade Leader (technical focus):

• Plan-Reading
  • Performs initial page-turn to identify relevant trades within GC scope, filling out detailed Pre-Launch form to inform sub outreach effort
  • Performs deep drawing review to internalize project scope
• Takeoffs & Quantity Survey
  • Uses StackCT takeoff software to measure project scope (counts, lengths, areas) by DCC code & any relevant tags (HVAC duct size, finish tag, Door #, etc.)
• Scope-Writing
  • Uses DCC bid book template to organize scopes of work and associated takeoffs into organized trade leveling sheets.
  • Writes clear, concise scopes of work in action-oriented syntax (avoids passive language or boilerplate legalese). Links scope to relevant Detail / Sheet or Note / Sheet references.
  • Captures relevant tags, Detail / Sheet references, & organizes information into logical groups. Organizes all scope under DCC Scope Group system.
• RFI Writing 
  • Writes clear, effective RFls that draw out useful information. Includes marked up plan snippets & Detail / Note / Sheet references to facilitate understanding and response by the Architect.
• Leveling
  • Compares sub/ supplier proposals to DCC trade scope to identify scope gap. Determines source of disagreement and takes action to correct. Inserts budget plugs where sub is non-responsive.
• Qualification
  • Evaluates non-scope suitability on a per-sub basis using insurance limits, labor force commitments / install durations, and related experience at proposed site.
• Bid Form Preparation
  • Imports client Excel bid form into DCC bid book. Installs formulas to connect client bid form to DCC scope pages.
  • Uses C-Code system within DCC bid book to route all DCC scope items / costs to the correct client bid form cost item.
  • Uses deductive reasoning to ensure zero delta between DCC bid amount and client bid form total.

Project Administrative Support

• Coordinates superintendent transportation and housing is set up and within budget.
• Works with project coordinators during the close out process - completes and organizes closeout tasks (punch list, certificate of occupancy, warranties, operations, and maintenance manuals) accurately.
• Other clerical duties as assigned

Intangible:

• Takes direction, notes / remembers, and takes purposeful action. Can be trusted to follow-through on tasks without frequent or any follow up.
• Able to navigate unfamiliar, remote construction markets, and convert emails and phone calls
• Succinct, clear, and effective communication style
• Deadline aware, process driven
• Strives to consistently meet or exceed stated department goals

• You should meet at least (1) of the (2) requirements below:
  • A BS or BA in construction, engineering, architecture, or a related field
  • At least (1) year working in the field, shop, or office of a general contractor, subcontractor, or design firm (architect / engineer)
• Proficient on a computer. You should meet ALL points below:
  • Typing speed >= 40 WPM
  • Ability to type with both hands on the keyboard (no hunt and peck)
  • Proficient in BlueBeam Revu, Adobe Acrobat, or similar
  • Familiarity with MS Office: Excel, Outlook, Word
• Basic knowledge with reading construction plans preferred but not required
• Highly organized, meticulous, & ability to prioritize multiple tasks at once through to completion
• Effective communication skills and interpersonal faculties. You can read the room, you understand subtlety and nuance.
• Strong interest in construction management / contracting / building spaces