Office / Estimating Coordinator

** THIS ROLE IS BASED IN OUR TUCSON, AZ OFFICE... REMOTE WORK IS NOT AVAILABLE **

Who You Are

You will provide administrative support for the Tucson office, first impression with visitors upon arriving at office, and collaborate with employees on deadline driven tasks / projects. You maintain a positive and upbeat attitude with all employee owners . You will also be responsible for executing a variety of tasks including daily coordination with the Estimating department to coordinate all bid schedules and documentation. You will serve as point person for all administrative tasks associated with subcontractor outreach and project bids, as well as making phone calls to subcontractors to encourage bidding.

Strategic Objectives

• Focused on a friendly, welcoming, and collaborative disposition on phone and with office visitors, as well as internal / external customers
• Assist in carrying out the preconstruction/estimating and overall strategic plan that will keep Concord up to date with current trends
• Consistently pre-qualifying new subcontractors within Building Connected and being proactive in ensuring all information is up to date on an annual basis
• Support in the implementation of new processes and procedures within the department that align with our organizational goals
• You embody our culture and core values when representing Concord
• Support the Strategic Plan – with the understanding that we all play a part in the future of this organization and the value we bring as an Employee Owner

What You Do

• Answer incoming phone calls and route accordingly between the offices, greet visitors, welcome and direct as appropriate
• Give out addresses, phone numbers, etc., as requested to support job site personnel
• Handle incoming and outgoing mail and express delivery, as well as manage interoffice mail
• Open and close the front office at beginning (arriving 5-10 minutes prior to starting time) and end of day (put phones on night ring, lock doors, etc.)
• Coordinate kitchen cleanliness (daily) and kitchen supplies (as needed), and maintain office supply room and order supplies weekly
• Maintain general cleanliness of front office, conference rooms, and hallways
• Train others at the front desk for lunch and back up assistance
• Coordinate luncheons for monthly company meetings / bid days / department meetings
• Coordinate local check release with Mesa office
• Miscellaneous administrative duties on an as-needed basis
• Manage Tucson PPE Inventory Bins
• Concord liaison with building owner
• Manage booking/cleaning of downstairs conference room, manage cleaning service, mat service, and first aid box service.
• Decorate office for the holidays
• Maintain and update subcontractor database
• Act as the primary point of contact for new Tucson subcontractor outreach and onboarding
• Send, receive, and evaluate subcontractor prequalification forms
• Track subcontractor bid interest, follow up via phone/email, and ensure coverage in all divisions
• Create and send out subcontractor invites for projects using bid invitation software, and maintain estimating project tracking sheet for jobs in Preconstruction and bidding list
• Regularly review AZBEX reports for possible project leads
• Create and update the standard estimating cost database, benchmarks, and visual aids
• Create owner preconstruction monthly billings
• Read all detail in bid documents to ensure compliance minimums with required documentation
• Review and approve any bills related to Preconstruction department
• Reach out via phone to subcontractors to ensure they are bidding
• Assist in preparing proposal packages, RFI logs, and bid clarifications
• Coordinate with operations team during handoff to ensure accurate buyout and scope transfer
• Order all plans and specifications, and set up job buyouts and job information sheets
• Deliver owner bids on hard bid projects and compile owner budget update packages

Additional Expectations

• General knowledge of Microsoft Office including Outlook, Word, and Excel
• 1 - 2 years of professional experience required; experience in the A/E/C industry strongly preferred
• Excellent written and verbal communication skills; highly organized multitasker with the ability to effectively manage multiple deadlines, be creative, personable, and enthusiastic
• Detail oriented to ensure all documentation is followed per bid documents
• Collaborate positively with project teams
• Collaborate as an active team member with Concord employees and outside consultants

You Embrace Our "Why"

• 'We exist to change the definition of a team' – meaning when you work at Concord, collaboration and working as a team is an expectation. We don't operate with egos and always base our decisions on everyone's opinion.
• 'Treat others the way you want to be treated' – we are a group of individuals that challenge each other, while always showing mutual respect to fellow employee owners, clients, and industry partners.
• We are Employee Owners – you have stake in the game and understand our clients successful project is our success as Employee Owners!
• Concord has been recognized as a 'Top Place To Work' by the Arizona Republic, Phoenix Business Journal 'Best Places To Work' and as a 'Best of Arizona Business' general contractor because of our dedication to each other and our company.