Estimation and Procurement Coordinator at BuildLabs in TX-Austin -78701

Responsibilities

• Estimation
• Review construction drawings, specifications, scopes of work, and other project documents to understand project requirements.
• Prepare complete and accurate construction estimates for assigned projects and scopes of work.
• Perform detailed quantity takeoffs for labor, materials, equipment, and subcontracted services.
• Develop project budgets using current labor rates, material pricing, subcontractor proposals, and historical cost information.
• Prepare and distribute requests for proposals and requests for quotations to qualified vendors and subcontractors.
• Conduct site visits when necessary to evaluate existing conditions and confirm the requirements of the work.
• Review vendor and subcontractor proposals for completeness, accuracy, exclusions, qualifications, and scope coverage.
• Prepare bid-leveling sheets and detailed pricing comparisons.
• Identify scope gaps, drawing inconsistencies, missing information, and potential cost risks before estimates are finalized.
• Obtain clarification from project stakeholders, vendors, subcontractors, architects, and consultants as needed.
• Prepare clear scopes of work and pricing summaries for review and approval.
• Update estimates as drawings, specifications, selections, and project requirements change.
• Maintain current labor, material, equipment, vendor, and subcontractor pricing for both Texas and New York projects.
• Organize and maintain complete estimating files, supporting calculations, proposals, assumptions, and revisions.
• Participate in estimate reviews, project handoffs, and budget discussions with management and project teams in Austin and New York.
• Procurement
• Coordinate the purchasing of materials, equipment, and subcontracted services after the required approvals have been obtained.
• Convert approved estimates and vendor proposals into accurate purchase orders and purchasing documentation.
• Confirm that purchase orders reflect the correct scope, quantities, pricing, specifications, delivery requirements, and project cost codes.
• Obtain competitive pricing and negotiate pricing, terms, lead times, and delivery arrangements when appropriate.
• Track material selections, approvals, fabrication requirements, lead times, order confirmations, backorders, and delivery dates.
• Maintain accurate procurement logs and provide timely updates regarding order status, anticipated deliveries, and potential delays.
• Coordinate procurement activities with project schedules to help prevent delays and ensure materials arrive when needed.
• Communicate regularly with project managers, site supervisors, vendors, subcontractors, and accounting personnel in both Texas and New York.
• Obtain all required insurance documentation from subcontractors and vendors, verify that the documentation is current and complete, and maintain it in the appropriate electronic files.
• Monitor insurance expiration dates and follow up with subcontractors and vendors to obtain updated documentation as needed.
• Review vendor invoices against approved proposals, purchase orders, delivery records, and project documentation.
• Resolve discrepancies involving pricing, quantities, damaged materials, incomplete deliveries, incorrect products, or improper project charges.
• Monitor purchasing activity against approved project estimates and budgets.
• Identify potential cost overruns, price increases, supply-chain concerns, and scheduling risks promptly.
• Ensure all purchasing activities follow company approval requirements and established procurement procedures.
• Maintain organized and complete electronic records for estimates, proposals, purchase orders, order confirmations, and delivery documentation.

Requirements

• Three or more years of experience in construction estimating, procurement, purchasing, or a closely related construction role is preferred.
• Demonstrated ability to prepare construction estimates and perform detailed quantity takeoffs.
• Strong understanding of construction drawings, specifications, materials, building methods, and scopes of work.
• Ability to analyze vendor and subcontractor proposals and identify exclusions, qualifications, inconsistencies, and scope gaps.
• Working knowledge of construction purchasing, purchase orders, cost codes, project budgets, and material lead times.
• Strong mathematical, analytical, organizational, and problem-solving skills.
• Excellent written and verbal communication skills.
• High level of accuracy and attention to detail.
• Ability to manage estimates and procurement activities for multiple projects and locations simultaneously.
• Proficiency with Microsoft Excel, Outlook, QuickBooks and electronic document-management systems.
• Experience with Procore, estimating software, or other construction-management platforms is preferred.
• Ability to work effectively with project managers, site supervisors, design professionals, accounting personnel, vendors, and subcontractors.
• Experience estimating luxury residential, custom-home, or high-end construction projects.
• Knowledge of Austin-area vendors, subcontractors, labor markets, and material suppliers.
• Familiarity with New York construction costs, vendors, subcontractors, or building practices is beneficial.
• Experience preparing bid packages, bid comparisons, project budgets, and purchasing documentation.
• Understanding of construction sequencing and the effect of material lead times on project schedules.

Skills

Required

• Construction estimating
• Quantity takeoffs
• Cost analysis
• Procurement
• Purchasing
• Microsoft Excel
• Outlook
• QuickBooks
• Electronic document-management systems
• Mathematical skills
• Analytical skills
• Organizational skills

Preferred

• Procore
• Estimating software
• Construction-management platforms
• Bid package preparation
• Bid comparisons
• Project budgets
• Purchasing documentation

Benefits

• Life Insurance
• 401(k)
• 401(k) matching
• Competitive salary
• Dental insurance
• Health insurance
• Paid time off
• The position offers a salary of up to $85,000 per year, based on the candidate’s education and relevant experience.