Bid Coordinator

About the Role
We’re looking for a Bid Coordinator to support our public works operations. This position serves as the main point of contact between subcontractors and our internal team, ensuring effective communication and organization throughout the bidding and preconstruction process. The ideal candidate will help drive the successful execution of our projects by coordinating details, tracking documents, and assisting with proposal preparation.

Job Summary

The Bid Coordinator is responsible for managing the preparation, organization, and submission of bid proposals for construction projects. This role works closely with estimators, project managers, subcontractors, and clients to ensure all bid requirements are met, deadlines are achieved, and proposals are complete, accurate, and compliant. The Bid Coordinator supports the company’s pursuit of new business opportunities by ensuring a smooth, timely, and efficient bidding process.

Responsibilities

• Review bid invitations, RFPs, RFQs, and ITBs to determine requirements, scope, and deadlines.
• Maintain Spec Construction’s prequalification records; track and renew agency approvals before expiration.
• Prepare and submit prequalification packages per agency or district requirements.
• Request bid bonds from RS Bonding at least one week prior to deadlines.
• Prepare sealed bid envelopes and assist with bid submissions, approvals, and revisions.
• Maintain detailed tracking of bid submissions, approvals, expirations, and results.
• Manage the bid calendar and post bid notices, job walks, and due dates on team boards.
• Review and update bid documents, drawings, and addenda throughout the bidding process.
• Download, review, and distribute addenda to subcontractors and internal teams, update Bid Mail accordingly.
• Communicate with subcontractors, clients, and vendors to coordinate bid requirements, pricing, and clarifications.
• Prepare, compile, and format bid proposals ensuring compliance with specifications.
• Check bidding platforms daily for new opportunities and updates.
• Prepare materials for job walks and provide backup support as needed.
• Provide administrative support to the estimating team as required.

Minimum Qualifications

• High School Diploma and Higher.
• 5 years of construction experience with a general construction business.
• 3 years of experience as a public work bid coordinator in SoCal is a must.
• Knowledge of bid solicitation review and bid distribution.
• Strong organizational and time-management skills with the ability to meet strict deadlines.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to read and interpret basic bid documents, instructions, and requirements.
• Detail-oriented with strong follow-up skills.

Preferred Qualifications

• Bachelor’s degree in business administration, Construction Management, or related field.
• Experience in the construction industry or knowledge of construction processes and terminology.
• Familiarity with bid management software, project management platforms, or estimating systems (e.g., Procore, Bluebeam, B2W, Building Connected).
• Prior experience coordinating bids, proposals, or contract documents.
• Strong multitasking ability and comfort working in a fast-paced environment.