Project Administrative & Estimating Specialist

Mary Jane C Talens

Chino, California

909-***-**** *********@*****.***

Professional Summary:

Results-driven HVAC and construction professional with 15+ years of experience in mechanical estimating, bid coordination, contract administration, project support, labor compliance administration, and inside sales operations. Extensive background supporting public and private commercial construction projects including school districts, healthcare, and large-scale HVAC mechanical systems. Proven expertise in preconstruction support, subcontractor/vendor coordination, public works bidding, customer relationship management, project documentation, and compliance administration. Recognized for strong organizational skills, attention to detail, and the ability to manage multiple high-priority projects in fast-paced environments.

Core Competencies:

• HVAC Estimating & Preconstruction

• Mechanical Construction Administration

• Public Works & School District Bidding

• Bid Coordination & Proposal Preparation

• Contracts Administration

• Labor Compliance Support

• Certified Payroll Coordination

• Project Coordination & Documentation

• Vendor & Subcontractor Management

• Quantity Takeoffs & Plan Review

• RFI & Submittal Support

• Safety Coordination & OSHA Support

• Customer Relationship Management

• Inside Sales & Account Support

• Equipment Order Processing

• Procurement Coordination

• Scheduling & Bid Tracking

• Insurance & Bonding Documentation

Professional Experience:

Bid & Estimating Coordinator / Safety Coordinator

West-Tech Mechanical Inc January 2025 – April 2026

• Coordinated bid opportunities for public and private commercial HVAC projects.

• Managed and maintained bid board schedules, bid calendars, and project tracking documentation.

• Prepared prequalification packages for school districts and general contractors.

• Assisted estimators with quantity takeoffs, bid forms, proposal preparation, and RFI coordination.

• Coordinated subcontractor and vendor pricing for accurate project estimates.

• Supported project managers with contract review, insurance requirements, bonding documentation, and subcontractor coordination.

• Processed insurance certificates, compliance documentation, and project administrative requirements.

• Assisted with safety coordination activities including site-specific safety plans and safety documentation.

• Monitored subcontractor safety compliance and communicated safety-related concerns.

• Supported emergency preparedness coordination and implementation of company safety procedures.

Regional Inside Sales Specialist

Trane Technologies May 2023 – October 2024

• Served as a key customer contact throughout the HVAC equipment sales cycle from quotation through project delivery.

• Processed equipment orders and vendor purchase orders for commercial HVAC projects.

• Coordinated with contractors, owners, and internal teams regarding project scope, equipment Lead times, and delivery schedules.

• Managed order tracking, status reporting, claims resolution, and customer communications.

• Maintained strong customer relationships to support account retention and customer satisfaction.

• Supported outside sales teams by following up on quotations and re-engaging inactive customer accounts.

• Ensured timely completion of assigned projects while maintaining quality and customer satisfaction standards.

Technical Engineer / Assistant Estimator / Bid Coordinator Russell Sigler Inc. August 2018 – April 2023

• Reviewed incoming bid requests, mechanical plans, and specifications for public and private commercial projects.

• Prepared HVAC equipment quotations for rooftop units, VRF systems, split systems, water source heat pumps, ductless systems, furnaces, and related mechanical equipment.

• Coordinated pricing with vendors, suppliers, and subcontractors.

• Supported outside sales engineers with technical project requirements and replacement equipment coordination.

• Prepared quotations using Quote Builder and Quote Pro software platforms.

• Managed bid documentation, project setup, lead time coordination, and addendum updates.

• Assisted contractors with equipment availability, pricing revisions, and project coordination support.

HVAC Estimator

West-Tech Mechanical Inc November 2015 – March 2018

• Reviewed mechanical plans and specifications to determine project scope and estimating requirements.

• Performed quantity takeoffs for HVAC equipment, ductwork, and related accessories.

• Coordinated pricing requests with subcontractors and equipment vendors.

• Assisted with RFI preparation and bid clarification documentation.

• Reviewed bid packages, addenda, schedules, and proposal requirements for public and private projects.

• Negotiated vendor pricing and compiled final estimating sheets for management review.

• Supported estimating efforts for small to medium-sized HVAC construction projects. Bid / Contracts Administrator

West-Tech Mechanical Inc September 2005 – October 2015

• Managed bid calendars, bid invitations, and project tracking documentation.

• Coordinated public works bid requirements, prequalification packages, and school district compliance documentation.

• Processed bid forms, bid bonds, insurance certificates, OCIP documentation, escrow requirements, and performance bond requests.

• Reviewed subcontractor licensing and compliance documentation.

• Scheduled job walks and coordinated bid-related administrative activities.

• Assisted project managers with project closeout documentation and administrative support.

• Processed business permits and maintained project records and bid documentation.

• Supported employee onboarding, benefits administration, and safety-related documentation. Sales Manager – Freight Cargo

1991 – 2004

• Managed customer accounts and business development activities for freight and cargo services.

• Supervised sales operations, customer relationship management, and sales reporting.

• Assisted with hiring, training, and performance management of sales personnel.

• Developed and implemented sales strategies to support company growth objectives. EDUCATION

Bachelor of Science in Business Administration

Major in Marketing

Lyceum of the Philippines University

SOFTWARE & TECHNICAL SKILLS

Procore STACK Sage Salesforce Oracle SharePoint Tableau Quote Pro SmartBid Building Connected McGraw Hill Construction BidMail Bluebook CRM Systems QuickBooks Microsoft Excel Microsoft Word Adobe Acrobat Dropbox Cloud-Based Platforms

ADDITIONAL QUALIFICATIONS

• Public Works Bid Administration

• School District Prequalification Processing

• HVAC Equipment Knowledge

• Construction Documentation & Compliance

• Strong Organizational & Analytical Skills

• Vendor & Customer Relationship Management

• Team Collaboration & Cross-Functional Support

• Fast Learner with Strong Attention to Detail

• Experienced in Multi-Project Coordination

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