Estimating Coordinator, Special Projects
Confidential
Posted: January 30, 2026
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Quick Summary
The Estimating Coordinator, Special Projects is responsible for managing the administrative, coordination, and documentation aspects of the estimating process for small-to-mid-sized mechanical construction and tenant retrofit projects.
Required Skills
Job Description
The Estimating Coordinator, Special Projects supports the estimating function by managing the administrative, coordination, and documentation aspects of the estimating process for small-to-mid-sized mechanical construction and tenant retrofit projects. Working closely with the Estimator and Special Projects leadership team, this role helps ensure estimates are organized, accurate, timely, and well-coordinated across plumbing and HVAC/R scopes.
This position is well suited for someone who is highly organized, detail-driven, and comfortable working in a fast-paced environment with multiple priorities.
Key Responsibilities
Receive, log, and track incoming estimate requests for plumbing and HVAC/R special projects
Maintain and update the Estimate Log, including bid status, due dates, and outcomes
Coordinate site walks, meetings, and bid submissions with internal teams and external stakeholders
Assist the Estimator with material takeoffs, document preparation, and scope review as required
Request supplier and subcontractor pricing and ensure quotes are received, filed, and properly documented
Organize drawings, specifications, addenda, and project documentation for estimating packages
Prepare draft quotations, scope summaries, and supporting documentation for review and approval
Submit approved quotations to clients in a professional and timely manner
Support handoff of awarded projects to Project Management and/or Coordination teams
Ensure estimating files are complete, organized, and archived according to company standards
Assist with post-project estimate reviews and documentation of lessons learned
Communicate clearly with internal teams, suppliers, consultants, and General Contractors as needed
Qualifications & Skills
Previous experience in a construction, mechanical contracting, or estimating support role preferred
Familiarity with plumbing and HVAC/R scopes is an asset
Ability to read and understand basic construction drawings and project documentation
Strong organizational and time-management skills with attention to detail
Clear written and verbal communication skills
Proficiency with Excel, estimating software, and document management systems
Ability to manage multiple tasks and deadlines in a fast-paced environment
Team-oriented with a willingness to support and learn from senior estimators