Bid Coordinator

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 plays a key role in supporting the company’s pursuit of new business opportunities by ensuring a smooth and efficient bidding process.

Duties and Responsibilities

• Review bid opportunities, RFPs, RFQs, and ITBs to determine scope, requirements, and deadlines.
• Maintain and update the bid calendar to track opportunities, submissions, and results.
• Coordinate with internal teams and subcontractors to gather necessary information, pricing, and documentation.
• Prepare, compile, and format bid proposals, ensuring compliance with client specifications.
• Organize and distribute drawings, specifications, and addenda to relevant parties.
• Track bid status, submissions, and awarded projects in company systems.
• Communicate with clients, vendors, and partners regarding bid requirements, clarifications, and submissions.
• Ensure all required forms, licenses, insurance certificates, and compliance documents are included in proposals.
• Support the estimating team with administrative tasks as needed.

Minimum Qualifications

• High school diploma or equivalent.
• 2 years of administrative, project coordination, or construction office experience.
• 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.

Physical Requirements

• Ability to sit for extended periods while working at a desk or computer.
• Ability to stand, walk, and traverse construction sites for extended periods, including climbing ladders or stairs, bending, reaching, crawling, or stretching.
• Capacity to lift, carry, push, or pull materials or equipment up to 20 pounds as needed.
• Manual dexterity for handling documents, tools, or electronic devices.
• Good vision and hearing to safely navigate and assess jobsite conditions.
• Comfortable working in various weather conditions (heat, cold, rain, wind).
• Ability to access and navigate all departments and facilities of the organization.