Sales and Estimating Coordinator - Commercial Roofing

Roof Technology Partners is looking to bring on an Estimating Coordinator to serve as the central hub of the estimating process, ensuring all bid opportunities are received, organized, and executed efficiently from intake through submission.

This role is critical to driving organization, communication, and accountability across the preconstruction function, enabling estimators to focus on high-value activities while ensuring no opportunity falls through the cracks.

What's in it for you?

• PTO
• 401k
• Paid Holidays
• Health Insurance
• Opportunities for professional growth and advancement

Your Role

Opportunity Intake & Assignment

• Receive and log all incoming bid opportunities (ITBs, invitations, plan room downloads)
• Review opportunities for completeness and alignment with company criteria
• Assign projects to estimators based on workload, geography, and scope

Bid Coordination & Calendar Management

• Maintain and manage the master bid calendar, including all deadlines and milestones
• Track and communicate key dates such as RFIs, pre-bid meetings, site visits, and addenda
• Ensure estimators are aligned on timelines and aware of any changes

Subcontractor & Vendor Coordination

• Solicit subcontractor participation for applicable scopes
• Maintain and update subcontractor and vendor database
• Distribute bid invitations and track responses
• Follow up to ensure proper coverage on each project

Material Pricing & Takeoff Support

• Assist in obtaining material quotes from suppliers
• Support estimators with quantity takeoffs and measurements as needed
• Help organize and compare pricing inputs

RFI & Addenda Management

• Track RFI deadlines and ensure timely submission
• Monitor and distribute addenda to the estimating team
• Maintain version control of all project documents

Prequalification & Compliance

• Complete and submit contractor prequalification packages
• Maintain up-to-date documentation including insurance, safety, and financials
• Coordinate with internal teams to ensure compliance requirements are met

Bonding & Risk Coordination

• Coordinate bid bond and performance/payment bond requests
• Interface with bonding agents and internal stakeholders

Pipeline, Documentation & Post-Bid Support

• Maintain organized digital files for each pursuit (plans, specs, addenda, correspondence)
• Ensure all opportunities are tracked in internal systems
• Assist with bid packaging, submission, and confirmation
• Track bid results to support future win-rate improvements

Communication & Coordination

• Serve as a point of contact for general contractors and plan rooms
• Support communication between estimators, vendors, and internal teams

What You Bring

• 2+ years of experience in construction administration, estimating support, or similar role preferred
• Familiarity with construction documents (plans and specifications) is a plus
• Strong organizational and time management skills with the ability to manage multiple deadlines
• High attention to detail and accuracy
• Proactive mindset with a strong sense of ownership and follow-through
• Strong communication skills, both written and verbal
• Ability to thrive in a fast-paced, deadline-driven environment
• Proficiency in Microsoft Office; experience with construction or estimating software is a plus