Estimating Team Coordinator

Xcel Mechanical Systems is seeking an entry-level office administrator/ bid coordinator capable of providing professional and expeditious support to our project Estimating Team. The ideal candidate has demonstrated interest in learning what it takes to help a construction company succeed, is a versatile team player; and possesses excellent verbal and written communication skills.

Administrative Responsibilities

  • Update company Bid List as new information becomes available
  • Collect, disseminate, respond to and track Invitations to Bid (ITBs) for new projects
  • Become familiar with General Contracting partner websites and bid contacts
  • Locate, download, print, scan and manage updated project drawings
  • Brief Estimating Team on upcoming bid opportunities, changes to existing bid ops
  • Maintain Job Walk calendar, coordinate coverage
  • Enter outbound proposal data into company‚Äôs Bid Tracking software platform (CRM)
  • Assist in tracking and reporting proposal status, wins and losses
  • Provide related and ongoing support to our Estimating Team


  • Entry-level. Recent college grads, students with degrees-in-progress, and/or candidates with relevant work experience will be considered
  • Proficient with Microsoft Office tools (Outlook, Word, Excel, PowerPoint)
  • Experience working in the construction industry a plus

Key Characteristics

  • Professional appearance and demeanor
  • Excellent verbal and written communication skills
  • Strong attention to detail; ability to achieve thoroughness and accuracy on all assigned tasks
  • Strong time management skills; able to prioritize competing tasks to meet critical deadlines
  • Flexible. Adaptable. Positive attitude. Team Player.

About Us

Xcel Mechanical Systems is an award-winning engineering and construction firm specializing in commercial HVAC, plumbing, and process piping systems. Building owners, property managers, and general contractors trust us to deliver cost-effective, dependable solutions that make buildings more comfortable, energy efficient and easier to manage. For more information, please visit our website.