Estimator Assistant/Bid Coordinator

ESTIMATOR ASSISTANT / BID COORDINATOR Spence Brothers, a General Contractor and Construction Manager, is looking to fill an Estimator Assistant / Bid Coordinator position to service our Mid-Michigan market, based out of our Saginaw office. The Estimator Assistant / Bid Coordinator plays an important role in supporting the preconstruction and estimating team by coordinating bid activities, reviewing project documents, preparing quantity takeoffs, and assisting with accurate and timely proposal development. This position works closely with estimators, subcontractors, suppliers, insurance contacts, and other project stakeholders to help ensure each bid is complete, organized, and aligned with project requirements. We're committed to supporting employee growth and development. The Estimator Assistant role offers a pathway to advance into a full-time Estimator position. Key Duties & Responsibilities Document Management and Bid Logistics - Review blueprints: Analyze technical plans, specifications, and Request for Proposal (RFP) documents to establish the initial project scope. Determine if project is for general contracting services or trade work such as concrete and general trades. - Submit RFIs: Identify plan conflicts or missing details early and draft Requests for Information (RFIs) to Construction Manager, Architect and/or Engineer. - Distribute addenda: Circulate project plan updates, changes, and addenda immediately to all active bidding subcontractors & suppliers. Subcontractor and Supplier Relations - Solicit quotes: Send invitations to bid (ITBs) via Procore Bid Management Software and reach out directly to trusted and qualified subcontractors & suppliers to secure trade pricing. - Post bid invitations to other plan rooms such as CAM, Builders Exchange, MITN, etc. - Manage database: Update the internal vendor directory to track subcontractor capabilities, certifications, experience and historical reliability. - Qualify bids: Review incoming subcontractor and/or supplier proposals against scope sheets to verify inclusions and catch hidden exclusions. Other Estimating Duties & Support Responsibilities Pre-Bid Meetings: Attend assigned pre-bid meetings and provide notes, pictures, and pertinent project information. Post-Bid Meetings: Attend post-bid meetings if required and provide requested information. Build spreadsheets: Input raw material quantities and labor rates into master estimation spreadsheets. Complete Proposal Forms or Draft Proposals: Assemble final bid form(s), summaries, and formal cost proposals for a final estimating senior review. Job Leads: Search plan rooms and other applicable sites for new job leads. Bid Board Updating/Maintenance: Update and maintain bid boards with new projects, revisions, pre-bid information, assigned estimators, etc. Subcontractor/Supplier Support: Take incoming calls from new subcontractors and suppliers requesting to be added to our bidder lists. Estimating Labor Rates: Update trade work labor rates yearly for estimating purposes (for all three offices) Perform and organize quantity takeoffs: Use Bluebeam and other estimating tools to review civil, architectural, structural, MEP, and specialty drawings; measure and verify material, labor, and eq