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BAKER FLOORING AND SURFACES

Estimator / Project Coordinator Job Description Department Estimating & Project Administration Reports to [President / Operations Manager] Location Burlingame, CA (hybrid or in-office) Employment type Full-time

FLSA / CA

status [Non-exempt (hourly) / Exempt] Pay range $98,000 - $108,000 per year, plus performance bonus

POSITION SUMMARY

The Estimator / Project Coordinator prices commercial flooring and surface services work, helps win it, and then carries each awarded project from contract through closeout. This role owns the bid and the project paperwork, working closely with Operations, which manages crews and field performance, and with Accounting, which handles invoicing and collections.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Estimating and Bid Management Review incoming bid invitations, accept bids, and assign them to the appropriate estimator or division. Prepare estimates using takeoffs, vendor quotes, and the company labor rate sheet; keep the rate sheet current. Request and follow up on pricing from suppliers and vendors by phone and email. Incorporate drive time and overtime into labor pricing. Prepare RFIs, manage bid deadlines, and submit complete proposals on time. Enter each bid in Salesforce with the client project manager's contact information and the latest proposal. Contract Award Review Verify that the company's legal name, scopes of work, and dollar values on each contract match the awarded bid. Confirm inclusions and exclusions are clearly stated and priced, including power/generators, floor protection, floor preparation, demolition, and adhesive removal. Compare scheduled days and work dates against the time required to perform the work. Track pre-lien notices. Project Coordination Schedule job starts and project timelines with clients and Operations. Review contracts in detail, route them through DocuSign as needed, and negotiate or correct changes with clients. Obtain contact information for each client's project manager and superintendent. Obtain insurance requirements from the general contractor or contract and coordinate certificates of insurance with the company's insurance broker. Prepare, submit, and track submittals and samples through approval. Order materials for awarded projects. Attend Project Labor Agreement (PLA) meetings. Upload budgets, contracts, and project documents to Procore. Collect work tags from Operations, prepare change order requests (CORs), and track them through approval. Maintain budgeted production rates, using closeout feedback from Operations to refine future estimates. Complete project closeout documentation. Billing Coordination Notify Accounting when billing milestones are reached, including submittals sent, materials ordered, mockups completed, stages of work completed, and final completion. Other Duties Perform other related duties as assigned.

QUALIFICATIONS

Required 3 to 5 years of estimating experience in commercial flooring, finishes, or a related trade. Working knowledge of takeoffs, labor productivity, and material costs. Ability to read and interpret contracts, scopes of work, insurance requirements, and prevailing-wage or PLA provisions. Proficiency with Salesforce, Procore, DocuSign, Microsoft Excel, and email. Strong organizational skills and the ability to manage multiple deadlines. Clear written and verbal communication with general contractors, vendors, and internal teams. Preferred Experience with Simpro or QuickBooks. Procore certification or formal estimating training.

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS

Work is primarily office-based, with occasional job walks and PLA meetings at active construction sites, which may require walking on uneven surfaces and wearing personal protective equipment. Bid deadlines may require extended hours during busy periods. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

COMPENSATION AND BENEFITS

Base pay: $98,000 - $108,000 per year, based on experience and qualifications.

Performance bonus:

5% to 10% of base pay, tied to bid success at target margin, on-time submissions, and contract and insurance turnaround. Medical insurance, with the company covering the majority of the employee-only premium. 15 days of paid time off plus paid company holidays. 401(k) with a 3% to 4% company match. Reimbursement of necessary business expenses, including mileage and phone. $1,000 to $1,500 annual professional development allowance.

EQUAL OPPORTUNITY EMPLOYER

Baker Flooring and Surfaces is an equal opportunity employer. We consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, ancestry, age, disability, medical condition, genetic information, marital status, military or veteran status, or any other characteristic protected by federal, state, or local law. Qualified applicants with arrest or conviction records will be considered in accordance with the California Fair Chance Act. This job description is intended to describe the general nature and level of work performed. It is not an exhaustive list of all duties, responsibilities, or qualifications, and may be changed at any time at the company's discretion. It does not constitute an employment contract; employment is at-will.

Pay:

$98,000.00 - $108,000.00 per year

Benefits:

401(k) Health insurance Paid time off Professional development assistance

Work Location:

Hybrid remote in San Mateo, CA 94402