Sales and Estimating Coordinator

Description

• Prepare estimate kickoff packets (scope summary, constraints, required deliverables, contact list).
• Triage messages by urgency, customer, scope, and due date; apply labels/tags and route as needed.
• Parse RFPs for mandatory forms, submission portals, bonding/COI, and delivery instructions.
• Draft clear, professional replies; use/revise templates; escalate technical questions to estimators or operations.
• Assemble proposal packages (quote letter, inclusions/exclusions, schedule assumptions, COI, references).
• Draft RFIs and track responses/addenda; notify stakeholders of changes affecting pricing or scope.
• Download and organize bid documents (plans, addenda, WZTC/MOT requirements) and verify version control.
• Proactively follow up on sent quotes; capture feedback and reasons won/lost.
• Provide basic product/service information (traffic control setups, typical lead times, service areas).
• Acknowledge receipt within defined SLAs, schedule follow-ups, and close the loop on all open threads.
• Create/maintain opportunities in the CRM; update stages, values, close dates, and next steps.
• Monitor shared inboxes (e.g.,**sales,bids**,**info**and assigned mailboxes throughout the business day.
• Be the primary point of contact for early-stage inquiries; qualify leads and schedule estimator calls.
• Collect missing bid inputs: project address, start date/duration, work hours/traffic control windows, lane/shoulder impacts, MOT plan requirements, special events, union/prevailing wage, insurance/COI, and any plans/specs.
• Work with Estimating, Operations/Dispatch, and Accounting to ensure smooth handoff from quote to job.
• Log calls/emails/meetings and attach documents to the correct opportunity/job number.
• Maintain a live bid calendar with due dates, site-walks, RFI deadlines, and addenda.
• Flag risks (tight timelines, incomplete plans, restricted work windows) early and propose mitigations.
• Request vendor/sub quotes (e.g., barricades, message boards, attenuators) and track returns.
• Confirm agency/municipal standards (MUTCD/TxDOT/IDOT/etc.), permit needs, and traffic control notes.

Requirements

• Strong business writing, phone etiquette, and note-taking skills.
• Ability to read basic plans/specs and extract bid-relevant details (or willingness to learn quickly).
• Familiarity with MUTCD/MOT, agency standards, and typical traffic control setups.
• 2+ years in sales coordination, estimating support, project coordination, or customer service (construction, traffic control, utilities, roadway/civil, or related field preferred).
• Basic spreadsheet skills for takeoffs, quote comparisons, and pricing checks.
• Proficiency with Microsoft 365/Google Workspace and a CRM (HubSpot, Salesforce, etc.).
• Experience coordinating COIs, permits, or municipal submissions.
• Proven inbox management and follow-up discipline; comfortable handling high-volume email.
• Organized, deadline-driven, and calm under shifting priorities.

Benefits

• Health Coverage - Partially employer-paid health benefits kick in after just 60 days. Weve got your back on and off the road.
• 401(k) Plan - Available after 6 months so you can start investing in your future.
• Paid Holidays - Your time matters. Take paid holidays to rest, recharge, or just enjoy the day.
• Travel and Entertainment Discounts - Enjoy exclusive deals just for being part of our crew.
• Room to Grow - Were expanding fast and theres opportunity for reliable, hard-working team members to grow with us.
• PTO Package - Earn paid time off to use when you need it most.

Training + Development

Interview process

Visa Sponsorship

Security clearance