Estimator & Document Administrator

Estimator & Document Administrator Fully Remote • Hollywood Apply Overview Position Type Full Time Job Shift Day Education Level 4 Year Degree Travel Percentage Up to 10% Category Pre-Construction Apply Description Detail-oriented, organized, and equally comfortable building estimates and managing documents? Prime General is looking for an Estimator & Document Administrator to support preconstruction activities and keep our project documentation accurate, current, and easy to access. This position is fully remote located in the Dominican Republic Job Summary The Estimator & Document Administrator supports the Corporate Operations & Construction Compliance Director with vendor communication, contract management, bid follow-up, and project estimation, while also owning the organization's document control processes. This role prepares accurate estimates and forecasts for commercial and residential projects, and develops and maintains the policies, systems, and records management practices that keep construction-related documents properly stored, version-controlled, and accessible to the right people. What You'll Do Estimating & Preconstruction Support Prepare accurate estimates by conducting comprehensive takeoffs of the scope of work Determine labor, material, and time requirements for commercial and residential projects Review proposal specifications, change orders, drawings, and contracts Generate reliable and relevant forecasts Create and present reports to upper management Assist in maintaining a contract tracking log on a daily basis Support contract administration by preparing contract documents and templates Enter data and vendor information into SmartBid and Project Center Coordinate blueprint orders Execute special projects as assigned by the purchasing department and contract administrator Process and review all Design Consultant plans for construction projects Establish and update plan logs to track project design changes and revisions, ensuring accurate plan distribution by inserting new sheets into the original set of plans Add new users, including employees and subcontractors, in the Sage software Prepare all Construction Turnover Forms for Residential and Hotel projects, covering both interior and exterior aspects of the buildings Manage project requests in the Wrike platform Assist in the construction permitting process, including supporting the Permit Coordinator with building permits, USPS approvals, FAA approvals, address designations, and trailer permits Travel to local Building Departments as needed for the permitting process, including filing applications for permits Help develop consultant budgets using historical data from previous projects and benchmarking proposals received from external design consulting firms Create permit and impact fee budgets, including reviewing permit and impact fee schedules from the building authority or municipality where the project is located, and utilizing historical data from similar projects in the same location Conduct budget uploads for organizational projects and make adjustments to the budget proforma in case of budget increases Enter preconstruction and entitlement commitments when change orders are executed Manage the design consultant bidding process, from requesting proposals to awarding the design contract Complete scopes of work, schedule of values, and contract preparation for design consultants Provide contract administration for all consultant contracts Process change orders for project consultants when there are design changes Create Notices of Commencement for the organization Coordinate all utility connections for new projects, such as FPL, cable & TV, water & sewer Develop unit matrices for residential projects to define unit numbering prior to the project start date Document Control & Administration Upload, organize, and maintain construction-related documents in AutoDesk and the organization's shared drive Upload plan revisions, original drawings, and other construction documents such as specs and shop drawings into AutoDesk and the organization's shared drive Create document templates Convert information from project teams into user-friendly documents Number and label documents for identification and reference Scan, copy, and distribute documents to project team members Track documents to maintain confidentiality Review documents and make revisions for accuracy Liaise with project team members to ensure documents meet requirements Train document specialists and other employees on document systems Audit project files, establish databases, and ensure compliance and quality control Track, file, update, and destroy documents as appropriate Control access to sensitive documents, ensuring they are only accessed by authorized personnel What You Bring Language Ability Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations Ability to write reports, business correspondence, and procedure manuals Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public Math Ability Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations Ability to compute rate, ratio, and percent, and to draw and interpret bar graphs Reasoning Ability Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions Computer Skills Knowledge of Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Project Experience with Sage PCP, Sage 300, Timberscan, AutoCAD, Bluebeam, PlanGrid, PlanSwift, Wrike, Earthwork, B2W Estimate, Adobe, and Autodesk Build Education / Experience Bachelor's degree in a construction-related field, or equivalent 3-5 years of related experience in a construction environment and/or training, or an equivalent combination of education and experience Proficiency in reading and interpreting construction documentation, including project plans, specifications, addenda, reports, and contracts Physical Demands Regularly required to sit, use hands, and talk or hear Frequently required to stand and walk Occasionally required to reach with hands and arms, climb or balance, and stoop, kneel, crouch, or crawl Must occasionally lift and/or move up to 10 pounds Specific vision abilities required, including close vision, distance vision, and peripheral vision Work Environment The noise level in the work environment is usually moderate Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions Why You'll Love It Here Competitive salary commensurate with experience Collaborative and team-oriented work environment Opportunities for professional development and career advancement within a growing organization About Prime Group Prime Group's vertically integrated approach unifies multiple real estate disciplines under a single roof, sharing a multifaceted vision of improved, sustainable real estate development through diverse strengths, strategic affiliates, and talented in-house professionals. Our portfolio includes retail centers, offices, mixed-use developments, hotels, resorts, restaurants, and residential single and multi-family communities, each supported through technology, planning, and experienced personnel. We are a privately owned company with the agility and strength to leverage unique opportunities, and growth is a measure of our success. Since Prime Group began as a residential real estate development company, we have grown to include commercial retail, office, hospitality, and mixed-use specialties, consultation, and management. Additional Details Reports To: Corporate Operations & Construction Compliance Director Prime Group is an Equal Opportunity Employer.