Bid coordinator:

Ideal candidates will have some or most of the qualities below:

This role provides support; working closely with the Estimator, Division Directors, and possibly Project Managers in preparing cost proposals for work we are actively bidding. This individual will be required to collaborate with the project team (Architects, Engineers, Owners, Subcontractors and Suppliers) to ensure information is complete and accurate. The Bid Coordinator is ultimately responsible for soliciting and gathering bid quotations from sub-contractors. We are looking for someone with a “Team First” mentality, who will be adaptable, versatile, willing to learn, and wants to grow with the company, an innovative collaborator with a passion to succeed!

DUTIES & SCOPE:

• Create and maintain electronic job folders for all projects in preconstruction and bidding phase.
• Download project documents to electronic folder. Organize, breakout and label all project documents.
• Review documents to ensure all drawings, specifications and reports are contained within the bid package.
• Upload and manage project documents into our online bid management platform (Bid Mail). Send out Invitations to Bid, Addendums, and manage any other project correspondences to Subcontractors.
• Print out plans for staff. Maintain project documents, both physically and electronically, ensuring all parties have the most up to date set of documents.
• Make phone calls to subcontractors and record which companies will be sending us their proposals. Proactively follow-up with subcontractors until we receive their proposal for each project.
• Identify and input new subcontractors into our database.
• Build relationships with local subcontractors.
• Help staff prepare bid forms and bid packages to send to Clients.
• Create and maintain Bid Binders for each project.
• Organize subcontractor proposals: Print and put into Bid Binders. File into electronic folders.
• Help research and determine job specific requirements & fees (i.e., landlord and/or City requirements).
• Maintain long-term relationships with clients.
• Assist Estimator and Directors in attending pre-bid meetings, and meetings with clients on new projects. Take pictures, and record information discussed during meetings.
• Keep up our subcontractor database by adding new companies and adjusting existing company information to ensure all information is correct and up to date.
• Maintain Bid Board and Bid Calendar with all potential and bidding projects.
• Print plans and organize.

QUALIFICATIONS:

• General understanding of what trades are associated with the CSI format.
• Highly effective organizational skills.
• Familiarity with programs such as Microsoft Excel, Word, Outlook, Project, and PDF editors/readers.
• Knowledge of take-off software and Bid Mail is a plus but not required.
• Must be comfortable talking on the phone. This position will spend appx. 40-50% of its time on the phone talking to subcontractors and vendors.
• Ability to work independently as well as thrive in a fast-paced, dynamic environment.
• Strong desire to bring your “A” game to work every single day, ensuring mutual success as the company continues to grow.
• Must be eager to learn. Not afraid to ask questions.
• Professional with attention to detail
• Ability to carry out written or oral instructions.
• Drive for extremely high standards and attention to detail.
• Understanding of excellent customer service.
• Make decisions and act with the company’s best interest in mind.
• Work well in a team environment towards accomplishing a shared goal.