Estimator & Document Administrator

DescriptionDetail-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.