Estimating/Front Office Coordinator

Are you looking for a career with an established company, great pay & benefits, work/life balance and a company that values their employees? That is just the beginning of what we offer here at Comfort Systems USA Southwest!

The Estimating/Front Office Coordinator plays a vital role in our Chandler, AZ office. The position greets customers/visitors, assists the Estimating department in daily activities, and much more.

Estimating

• Be the main point of contact for all bid invitations.
• Compiles a daily log of all bid requests i
• Effectively share this information with the Sales and Estimating leadership
• Communicate with General Contractors and Vendors as required to obtain information for bidding purposes.
• 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-ups and deliveries as required for the bidding process.
• Set up Bid Tracer files with all pertinent project information
• Communicate with General Contractors and Vendors as required .
• 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.
• Produce regularly scheduled reports from Estimating Department database.

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.
• 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.
• 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.
• Manage office decorations as needed.

Accounting

• Monitor email inbox – Date stamp and extract invoices.  Forward emails to AP as necessary.
• Retrieve invoices from various portals
• Mail out AP checks and AR Statements
• Extract AP Checks and scan checks received for AR.
• File COI’s
• Verify AR deposits.

QUALIFICATIONS

• 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.
• Bid Tracer experience a plus
• Microsoft Office

Why Join Us?

• Competitive salary.
• Growth opportunities within a leading company.
• A collaborative and supportive work culture.
• The opportunity to make a significant impact in a thriving industry.

Military and Veterans Encouraged to Apply!

Pre-Employment drug screen and background check required.

M/F/V/H EOE, Equal Opportunity/Affirmative Action Employer

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