Estimation Coordinator Jobs in Wisconsin (NOW HIRING)

Key Responsibilities:
Proposal & Bid Administration
Convert completed estimates into professional customer proposals.
Review estimate scope and inclusions with the estimator.
Format proposal documents using company templates.
Submit proposals to customers.
Track proposal status and maintain bid logs.
Maintain the company bid pipeline tracking system.
Assist the estimator with bid documentation and organization.

Project Setup & Budget Creation
When projects are awarded, the coordinator will:
Set up new projects in the company accounting system (Intuit Enterprise Suite).
Create cost-coded project budgets aligned with the estimate Enter labor budgets, equipment budgets, and material budgets.
Ensure estimate structure aligns with job cost tracking structure.
Create and organize project files and documentation systems.
Complete job setup checklists including project information, contract details, and wage requirements.

Project Controls & Job Cost Tracking
Track project budgets versus actual job performance.
Maintain job cost reports and financial tracking.
Monitor labor hours and production data.
Track key project performance indicators (KPIs).
Identify potential cost overruns early.
Assist with weekly project performance reporting.
Support job cost forecasting for ongoing projects.

Vendor Invoice Coding & Job Cost Entry
Review and code vendor invoices to the appropriate job cost codes.
Ensure vendor invoices are entered accurately into Intuit Enterprise Suite.
Verify invoices align with project budgets and job cost categories.
Assist accounting with accurate job costing records.

Change Order Management
Track potential scope changes on projects.
Maintain change order logs.
Prepare change order documentation.
Coordinate with field staff regarding scope changes.
Submit change orders for approval when required.
Track approved versus pending change orders.

Document Control
Maintain organized digital project files.
Manage drawing revisions and plan distribution.
Maintain submittal logs and shop drawing records.
Prepare Requests for Information (RFIs) when required.
Maintain approved submittal folders for field crews.
Ensure field staff always have access to current project documents.

Production & KPI Tracking
Collect production data from field staff including:
Square feet of formwork installed.
Tons of rebar installed.
Cubic yards of concrete poured.
Labor hours per production activity.
Maintain KPI dashboards used for project performance tracking.
Assist with weekly project performance reporting.

Apprentice Labor Tracking
Monitor apprentice hours and ensure proper tracking for reporting purposes.
Verify apprentice labor hours are recorded correctly in the job cost system.
Coordinate with field staff to ensure apprentice labor requirements are met when applicable.

Job Forecasting
Assist with real-time job forecasting based on production data and job cost reports.
Track project progress against production targets.
Identify potential financial risks early in long-duration projects.
Provide support for weekly job cost forecasting reports.

Post-Project Analysis
Assist with post-job cost analysis.
Compare estimate versus actual project performance Identify lessons learned for future estimates.
Help improve estimating accuracy over time.

Software & Systems Used
Intuit Enterprise Suite (Construction Accounting)
Microsoft Excel
Bluebeam (PDF markup and document review)
Dropbox or digital project file systems
Microsoft Project or similar (construction scheduling)

Required Skills
Strong organizational ability.
High attention to detail especially with numbers.
Comfortable working with numbers and spreadsheets.
Strong written communication skills.
Ability to manage documentation and project data.
Ability to work in a fast-paced construction environment.

Preferred Experience
Construction industry experience.
Project coordination or estimating support experience.
Experience with construction accounting or job cost systems.
Ability to read construction drawings.
Experience with spreadsheets and accounting programs.

Career Growth Opportunity
This position is designed to grow into an estimating role. The right candidate will gain experience with:
Construction estimating
Project budgeting
Production tracking
Construction operations

Benefits include paid time off, 401k with company matching, company health insurance, and potential performance-based incentives.