Rochester, MN

Front Desk Coordinator

The Front Desk Coordinator must display the utmost professionalism and communicate effectively with both internal and external customers daily.  The Front Desk Coordinator provides administrative support to the estimating department during the bid-out process for multiple projects at one time. The Front Desk Coordinator must also be willing to work with and take direction from multiple departments while maintaining front desk duties.

The key front desk job responsibilities include, but are not limited to:

  • Answer phones/questions, direct calls, take messages, check messages for multiple locations
  • Greet customers/clients
  • Maintain the following areas:
    • Lobby / front desk
    • Kitchen
    • Mail room
  • Process and distribute incoming and outgoing mail
  • Maintain and order office supplies and equipment
  • Reserve & maintain conference rooms
  • Reconcile invoices
  • All other duties, tasks and/or projects as assigned

The key job responsibilities while supporting the estimating department include, but are not limited to: 

  • All other duties, tasks and/or projects as assigned
  • Receive and distribute plans and pertinent information for bids in a timely manner.
  • Contact vendors/sub-contractors for quotes, qualifications and other information as required.
  • Maintain and update Company list of qualified vendors/subcontractors.
  • Answer questions regarding bid process and basic project queries.
  • Schedule and take minutes of scope review meetings.
  • Compile bid list of qualified sub-contractors.
  • Schedule a turnover meeting with Project Team once project is awarded.
  • Prepare all bid documents necessary to obtain vendor pricing for various scopes of work included in our bid packages.
  • Assist with material lists for both pricing and procurement as required.
  • Assist with maintaining the company estimate log and tracks status of bids.
  • Prepare and maintain historical data for evaluation of company labor production and recommend necessary adjustments for profitability and competitive advantages.
  • Responsible for the acknowledgement, gathering, logging and tracking of incoming bids and project opportunities from clients.
  • Reviews invitations to bid for applicable scopes of work.
  • Maintenance, updates, and distribution of the bid list, bid packages, addendums and documentation to ensure complete, accurate and timely bid processing and information flow.
  • Assist or prepare the necessary bid or proposal documents for timely distribution and submission.
  • Communicates, coordinates, or directs the client’s needs to the appropriate estimator, engineer, or project manager.
  • All other duties, tasks and/or projects as assigned.

Required Skills and Abilities:

  • A high attention to detail, accuracy, timing and multitasking.
  • Ability to produce and proofread for well written error free documents.
  • Ability to efficiently handle a variety of situations and problems that may arise, sometimes several at a time, and either solve them or work with others involved to come to a cooperative resolution.
  • Ability to foster a cooperative work environment.
  • Ability to work on multiple projects while meeting required deadlines.
  • Strong oral and written communication skills.
  • Strong organizational and prioritization skills, with a focus on attention to detail and accuracy.
  • Ability to multitask with frequent interruptions.
  • Ability to work independently.
  • Positive, can-do attitude; diplomacy and approachability.
  • Ability to respond effectively to sensitive inquiries or complaints.

 Minimum Education and/or Experience Requirements:

  • Associate degree from a two-year college or technical school or equivalent combination of education and industry experience.
  • Proficient in Software/Computer programs and equipment Microsoft Office Suite (Word, Excel, PowerPoint, etc.) Adobe Acrobat Cloud-based applications Software programs.

 

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

 

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