Estimating/Front Office Coordinator

2 weeks ago

Chandler, United States Comfort Systems USA Southwest Full time

Assist Estimating Department with daily activities as required for the bidding and project turnover processes. You are the first point of contact for the company. You offer administrative support across the organization. You welcome visitors who visit the building. Coordinate front-desk activities, including distributing mail correspondence and redirecting calls.

BASIC DUTIES: (The duties include but are not limited to the following.)

Estimating

  • Be the main point of contact for all bid invitations.
  • Compiles a daily log of all bid requests inclusive of but not limited to project name, project location, project bid date, project type (vertical market), project construction schedule, General contractors bidding, mechanical contractors bidding and bid requirements so that an educated decision can be made whether to bid the project or not. Utilize this data to fill out standardized forms that assist in the Bid no Bid decision making process.
  • Effectively share this information with the Sales and Estimating leadership so that all aspects of a project have been thoroughly evaluated so that a proper Bid or no Bid decision can be made. Once the decision has been determined by the team, be the liaison for CSUSA SW to communicate this decision to our customers both electronically and personally.
  • Communicate with General Contractors and Vendors as required to obtain information for bidding purposes. Plans, specs, addendums, clarifications, RFI answers, instructions to bidders, competition, Architect, Engineer, type of project (vertical market), location, etc. All information gathered pertaining to our bids and or budgets etc. shall be uploaded to the appropriate folder in the estimating drive. Print and distribute appropriate bid documents as required
  • Shall acquire bid bonds if required, fill out Request for Proposal Information, Pre-Bid Requirements/Forms, Bid Forms, and Pre-Qualification statements as needed.
  • Maintain office supply inventories and place orders when inventory gets below allowable thresholds.
  • Schedule pick up and deliveries as required for the bidding process.
  • Set up Bid Tracer files with all pertinent project information that will be used to estimate a project. Send out invites as needed to vendors and Subcontractors. Follow up with appropriate parties electronically and personally. All documents and correspondence pertaining to the project will also be uploaded to the appropriate folder in Bid Tracer, such as RFI answers, addendums and clarifications.
  • Communicate with General Contractors and Vendors as required to obtain information for follow up purposes. Bid results with spreads, any special reasoning behind award, any information that could be used in future bids, etc.
  • If awarded a project - Set up Project Management files, gather and assemble the information required to turn over projects from the Estimating Department to the Production Group (turn over information) and information that could be used for future marketing requirements.
  • File management for the Estimating Drive and Bid Tracer - Help set up procedures to keep information up to date and or archived accordingly.
  • Assist in, as required, the estimating process.
  • Maintains the Estimating & assist others in the maintenance of the Marketing databases including type of projects bid, project costs, project locations, customers per project type, photos etc. as required in order compile a historical database for future use.
  • Produces regularly scheduled reports from Estimating Department database.
  • The above job description and duties will apply to the Chandler, Arizona Office. Some if not all these duties may also apply to the other CSUSA SW offices as required.
  • Security and Confidentiality is of the utmost importance. Absolutely no removal and copying of any CSUSA SW data shall be accepted or leave from our premises. Electronic transmissions shall be maintained at a professional level. All CSUSA SW documents contain confidential and/or privileged information. The information is intended only for use by CSUSA SW employees. Any disclosure, copying, distribution, or use of the contents of information outside of CSUSA SW office is strictly prohibited and subject to termination and legal prosecution if abused.

Front Office

  • Greet and welcome clients and visitors with a positive, helpful attitude. Contribute to enhancing the company's reputation and success through delivering excellence in customer service.
  • You represent the image Comfort Systems USA Southwest. Must be clean, neat, organized, and engaged.
  • Answer all incoming calls and redirect them in a professional manner.
  • Provide basic and accurate information in-person and via phone/email.
  • Schedule conference rooms, courier deliveries, and FedEx deliveries upon request.
  • Receive, sort, and distribute daily mail/deliveries.
  • Keep cell phone and extension list updated.
  • Assists Recruiting Manager by monitoring/logging all incoming applications and grade trade tests (if applicable).
  • Ensure the reception area is tidy and presentable.
  • Daily management of content on three TV screens: (1) Project Work, (2) Upcoming birthdays, events, company culture; (3) Welcome to new team members/orientation, any clients we have coming into the office. Responsible for obtaining content and creating slides.
  • Be the point of contact for ordering supplies and meeting lunch orders.
  • Order business cards and name plates.
  • Coordinate company events.
  • Manage office decorations as needed.

Accounting

  • Monitor TCMPAYABLES email inbox - Date stamp and extract invoices. Forward emails to AP as necessary.
  • Retrieve invoices from various portals - Cintas, FedEx, UPS, Comcast, etc.
  • Mail out AP checks and AR Statements - stuff envelopes and run through postage meter.
  • Extract AP Checks and scan checks received for AR.
  • File COI's
  • Verify AR deposits.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Candidate will be required to attend and participate in the scheduled Sales and Estimating training programs.
  • The incumbent shall work well under pressure; meet multiple and sometimes competing deadlines.
  • The incumbent shall at all times demonstrate cooperative behavior with colleagues and supervisors.

EDUCATION and/or EXPERIENCE

High School Diploma, experience as a receptionist or administrative assistant

Benefits:

  • Paid Weekly
  • Medical, Dental, & Vision Insurance
  • Life, AD&D and Short-Term Disability Insurance
  • Flexible spending or Health Savings account
  • 401k Plan w/ Immediate company contribution
  • Paid Vacation, Sick and Holidays
  • Employee assistance program
  • Employee discount
  • Tuition reimbursement
  • Company Truck

Pre-Employment drug screen and background check required. Comfort Systems is an EO/AA employer.

**Rate of pay is Depending on Experience & Skillset ***

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