Bid Coordinator

The Bid Coordinator supports the estimating and preconstruction teams by managing all administrative and coordination activities associated with bid and proposal submissions. This role ensures all bid packages are accurate, compliant, and submitted on time in accordance with federal solicitation requirements. The Bid Coordinator serves as a central communication point between internal teams, subcontractors, and clients, maintaining organized documentation and supporting the company’s pursuit of federal contracting opportunities.

FLSA Status: Exempt

Essential Duties and Responsibilities

The essential functions include, but are not limited to:

Bid Coordination

• Coordinate with the estimating team to prepare, compile, and submit complete bid and proposal packages for federal projects.
• Review solicitation documents (RFP, RFQ, IFB) and ensure all technical and administrative requirements are met.
• Track bid invitations, deadlines, addenda, and clarifications.
• Prepare and organize required forms and certifications, including SF 1442, subcontractor listings, bonding documents, and representations & certifications.
• Maintain bid calendars and ensure timely coordination and submission of deliverables.
• Support pre-bid and post-bid activities, including RFIs, site visit coordination, and bid result follow-up.

Coordination with Estimating Team

• Collaborate closely with estimators to collect, verify, and format technical narratives, pricing, and subcontractor inputs for each submission.
• Organize and distribute solicitation documents, drawings, and addenda to the estimating and proposal teams.
• Schedule and facilitate internal review meetings to ensure all components of the bid are reviewed, approved, and compliant prior to submission.
• Act as the primary administrative liaison for communication with subcontractors, partners, and government contracting officers during the proposal process.

Document Management & Compliance

• Maintain organized electronic and physical files for all bid documentation, including amendments, clarifications, and correspondence.
• Ensure all proposal materials comply with federal acquisition regulations (FAR) and solicitation-specific requirements.
• Maintain and update company records including capability statements, past performance, safety data, and key personnel resumes.
• Develop and refine proposal templates, checklists, and standard operating procedures to improve consistency and efficiency.

Other Duties

• Provide general administrative and logistical support to the estimating and preconstruction teams.
• Perform additional related duties as assigned to meet departmental and organizational goals.
• Attend pre-proposal site visits. May require travel.

Minimum Qualifications (Knowledge, Skills, and Abilities)

• High school diploma or equivalent required; associate or bachelor’s degree in business, construction management, or a related field preferred.
• Minimum of 3–5 years of experience in a federal contracting, proposal coordination, or construction estimating support role.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Bluebeam; familiarity with Procore, Salesforce, or proposal management software preffered.
• Working knowledge of federal contracting processes, FAR/DFARS compliance, and government proposal requirements preferred.
• Exceptional organizational and time-management skills with the ability to manage multiple deadlines simultaneously.
• Strong attention to detail and communication skills, including document formatting, proofreading, and writing.
• Experience reviewing and interpreting solicitations, specifications, and addenda.

Working Conditions

• This position operates in a professional office environment.
• Standard work hours apply, with occasional overtime required to meet federal bid deadlines.
• The role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Ability to lift up to 15 pounds as needed.