Estimating Coordinator

Benefits:

• Paid time off
• Parental leave
• Wellness resources
• 401(k)

First Atlantic Environmental (FAE) is seeking an Estimating Coordinator to prepare estimates, invoices, and bid documents for mitigation and structure/reconstruction projects. This is a primarily office-based role. The Estimating Coordinator builds estimates from field documentation gathered by the FAE Project Manager, Assistant Project Managers (APMs), and field technicians, including photos, sketches, measurements, moisture and drying logs, and job notes, and manages each estimate through submission, follow-up, and approval. Projects include water, fire, mold, asbestos, and other environmental work in residential, commercial, and healthcare facilities, along with occasional government bid work.

ESSENTIAL SKILLS AND ABILITIES:

• Positive, professional attitude with a willingness to go above and beyond for clients and team members
• Clear and effective written, verbal, and interpersonal communication skills
• Strong attention to detail and accuracy in data entry, pricing, and documentation
• Ability to manage multiple estimates, deadlines, and follow-ups at the same time
• Ability to review field documentation and spot missing information before an estimate goes out
• Strong organizational skills to maintain accurate records of estimates, supplements, bids, invoices, and client communications
• Ability to work with adjusters, clients, and team members to resolve questions and reach approval
• Proficiency with modern technology, estimating software, and job management software
• Willingness to learn mitigation and reconstruction methods, materials, and terminology

REQUIRED QUALIFICATIONS:

• 1+ years of experience in estimating, invoicing, insurance claims, construction administration, or a similar office role
• Ability to become proficient in Xactimate and other estimating systems within the first 90 days
• Proficiency with Microsoft Office (Word, Excel, Outlook)
• Valid driver’s license for occasional site visits

PREFERRED QUALIFICATIONS:

• Xactimate experience (strongly preferred)
• Experience in the restoration, insurance, or construction industry
• Familiarity with IICRC standards (S500 water damage, S520 mold remediation)
• Experience preparing commercial or government bid packages

WORK ENVIRONMENT:

• Primarily office-based during regular business hours
• Extended periods of computer work
• Occasional site visits to verify scope or attend pre-bid walkthroughs

RESPONSIBILITIES:

• Estimate Preparation: Build accurate estimates from field documentation provided by the PM, APMs, and technicians. Price the materials, labor, and equipment needed to return the property to pre-loss condition and prepare supplements and change orders as the project requires.

• Documentation Review: Review each job file for completeness before it goes out. Identify missing photos, measurements, readings, or notes and request them from the field team.

• Approvals and Follow-up: Submit estimates to adjusters, clients, or responsible parties and follow up until approved. Track the status of every open estimate and keep the PM informed.

• Client and Adjuster Communication: Serve as the office point of contact for questions on estimates, pricing, supplements, and approvals. Escalate scope disputes to the PM.

FOR STRUCTURE / BID WORK:

• Build estimates and takeoffs from field measurements, plans, and specifications provided by the PM and APMs
• Request and compare subcontractor quotes (HVAC, electrical, plumbing, etc.)
• Prepare bid forms, submittals, and commercial or government bid packages
• Track bid deadlines, submissions, and outcomes
• Prepare supplements for active jobs as scope changes
• Hand approved jobs off to the production team with a complete scope and budget

FOR MITIGATION WORK:

• Collect and review project data, including notes, photos, moisture and drying logs, labor, and equipment
• Flag job-cost issues and report to the team, including missing documentation, unbilled labor or equipment, and costs at risk of not being recovered
• Submit estimates to clients or responsible parties and follow up until approved
• Prepare a scope of work for completed services to accompany the invoice
• Create insurance or self-pay invoices in time-and-material or line-item format, depending on client needs, and turn approved invoices over for collection