About Us:

Oliveri Millworks is a custom high-end architectural millwork operation located in West Palm Beach, FL. Oliveri manufactures a custom line of hurricane impact mahogany, steel, stainless steel, bronze windows and doors as well as interior doors.

We are looking for a Estimating Coordinator – Project Administrator to join our Project Management Team.

Position Summary

The Assistant Project Manager / Estimating Coordinator supports both the preconstruction and project management teams throughout the product lifecycle of each project. This position assists with estimating, bid preparation, vendor coordination, subcontract administration, permitting, change orders, and project documentation to ensure projects are delivered accurately, efficiently, and on schedule.

The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities while collaborating with estimators, project managers, drafting, purchasing, field personnel, customers, architects, subcontractors, and suppliers.

Essential Responsibilities - Estimating & Preconstruction

• Review bid invitations, project plans, specifications, and addenda.
• Organize bid documents and maintain estimating files.
• Assist with quantity takeoffs and material counts.
• Solicit and track pricing from vendors and subcontractors.
• Prepare bid proposals, estimate packages, and supporting documentation.
• Maintain bid calendars and monitor proposal deadlines.
• Verify estimate accuracy and completeness prior to submission.
• Enter and maintain estimating data within company software.
• Follow up on submitted proposals and document bid results.

Project Management Support

• Assist Project Managers with administrative and coordination activities following project award.
• Prepare, issue, and maintain subcontractor agreements and ensure all executed contracts, insurance certificates, and required documentation are received and filed.
• Prepare, track, and process project change orders, including pricing support, customer approvals, and distribution to internal departments.
• Assemble and coordinate permit application packages, including drawings, engineering documents, product approvals, and required jurisdictional forms.
• Track permit submissions, review comments, revisions, and approvals while coordinating with municipalities and internal departments.
• Maintain logs of permits, subcontract agreements, change orders, and other project documentation.
• Coordinate with drafting, purchasing, production, and field operations to facilitate project execution.
• Support Project Managers with project reporting, scheduling updates, and document control.
• Maintain organized electronic and physical project files.

General Responsibilities

• Communicate professionally with customers, architects, general contractors, subcontractors, vendors, and internal team members.
• Maintain confidentiality of company and project information.
• Identify opportunities to improve processes and workflow efficiency.
• Perform additional duties as assigned to support the estimating and project management departments.

Qualifications

• Bachelor’s degree in Construction Management, Business, Engineering, or a related field preferred, or equivalent work experience.
• Minimum of 2 years of experience in estimating, project coordination, construction administration, or project management support.
• Experience in the window, door, glazing, or construction industry is strongly preferred.
• Ability to read and interpret architectural drawings and construction specifications.
• Knowledge of construction contracts, permitting processes, and change order administration.
• Proficiency with Microsoft Office, particularly Excel, Word, and Outlook.
• Experience with Bluebeam, AutoCAD, estimating software, or construction management software is preferred.

Knowledge, Skills & Abilities

• Excellent organizational and time management skills.
• Strong attention to detail and accuracy.
• Ability to prioritize multiple projects and meet deadlines.
• Strong analytical and problem-solving abilities.
• Excellent written and verbal communication skills.
• Ability to work independently while collaborating with cross-functional teams.
• Professional customer service skills.
• Ability to manage confidential information appropriately.
• Commitment to continuous improvement and teamwork.

Performance Expectations

Success in this role is measured by:

• Accurate and timely preparation of estimates and bid packages.
• Effective coordination of subcontractor agreements and contract documentation.
• Timely processing of change orders and permit documentation.
• Organized and accurate maintenance of project records.
• Strong communication and coordination between departments and external partners.
• Consistent support of project schedules, customer expectations, and company objectives.
• Commitment to quality, accountability, and continuous process improvement.

Competitive salary and benefits package including:

• Participation in Health Care Benefits (Dental, Vision, Health)
• 401k
• Paid Time Off

Job Type: Full-time

Pay: $45,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Experience:

• Project management: 2 years (Preferred)

Work Location: In person