Bid Coordinator

**Department:** Estimating

**Reports To:** Chief Estimator 

**Location:** Office Based

Position Summary:

The Bid Coordinator provides critical administrative and logistical support to the estimating and preconstruction teams across both Civil and HVAC divisions. This role ensures that all bid documentation, subcontractor outreach, and owner/agency requirements are handled accurately and on time. Responsibilities include managing bid packages, subcontractor/vendor solicitations, maintaining databases and prequalification records, and supporting bid-day compilation. This position enables estimators to focus on scoping and pricing while ensuring that all bid deliverables are complete and well-organized. The Bid Coordinator role may also serve as a training ground for future estimators, with the opportunity to grow into an Estimator 1 role.

Key Responsibilities:

• Complete and organize bid packages for public agency submissions, including bonds, DBE/DBVE forms, certifications, and insurance verifications.

• Prepare and submit prequalification forms for municipalities, school districts, general contractors, and track subcontractor/vendor prequalification requirements.

• Maintain and update internal bid lists (PITA 1) with all current, upcoming, and past bids.

• Download and organize plans, specifications, and addenda into clearly labeled digital folders.

• Create and maintain bid folders and logs for each project, ensuring consistent naming conventions and file formats.

• Send bid invitations to subcontractors and suppliers; follow up to ensure adequate bid coverage.

• Gather and track subcontractor and vendor quotes, filing them for easy estimator access.

• Maintain and update subcontractor/vendor database and contact information.

• Perform basic quantity takeoffs or assist in measurement tagging under the direction of an estimator.

• Respond to subcontractor/vendor inquiries, directing technical questions to project managers or estimators.

• Organize and prepare bid-day forms to ensure all relevant data is available.

• Assist with formatting and proofreading proposals, cover letters, and final submittals.

• Coordinate printing, binding, or electronic submission of bid packages when required.

• Support the preconstruction process by managing deadlines, updating bid schedules, and ensuring timely communications.

• Assist the estimating team in follow-up communications with subcontractors, owners, and agencies.

Required Qualifications:

• Strong organizational and time management skills.

• Familiarity with construction documents (plans, specs, bid forms).

• Proficiency with Microsoft Excel, Word, and PDF editors.

• Excellent verbal and written communication.

• Ability to follow instructions and manage multiple deadlines.

• Experience with bid invite platforms (e.g.: Building Connected) is a plus.

• High attention to detail and accuracy with the ability to manage multiple deadlines.