Job Description

POSITION SUMMARY:

The bid coordinator / estimating administrative assistant supports the Estimating Department by managing bid processes, tracking proposal timelines, and coordinating subcontractor outreach. Responsibilities include preparing bid documents, ensuring compliance with bid requirements, maintaining bid records, and facilitating bid-day logistics. This role requires strong organizational skills, attention to detail, and working under tight deadlines in a fast-paced environment.

The estimating administrative assistant must have construction industry experience (general contractor experience preferred) and be proficient in Microsoft Office, Procore, SmartBid, and document management systems. Strong communication and collaboration skills are essential for coordinating with estimators, subcontractors, and project teams to ensure accurate and competitive bid submissions.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Work with the Estimating team to facilitate the bid process, including preparation of required forms for bid and proposals, monitoring of timeline, management of bid and proposal dates and subcontractor coordination
• Manage approximately 5 – 10 bids and/or opportunities per month
• Assist with preparation of Statement of Qualifications, coordinating input from various sources
• Bid document processing and distribution, including plans, specifications and addenda
• Issue appropriate requests for bid to subcontractor
• Apply understanding of certain bid requirements including specific applicable government programs
• Recruit additional subcontractors to register/bid on projects
• Review bids and bidders for appropriate licensing and conformance with bid requirements
• Implement applicable document control and communication for bid team
• Maintain good subcontractor and community relationships
• Personal contact with subcontractors via phone and e-mail
• Maintain bid list, bid files and records for each project
• Distribute bid results
• Produce organized and comprehensive final bid file for presentation to clients and project teams
• Additional duties as needed by the company

KNOWLEDGE, SKILLS & ABILITIES:

• Experience in preconstruction, bidding, or proposals, with an understanding of construction plans
• Strong organizational, time management, and multitasking skills; ability to work under pressure and meet deadlines
• Excellent verbal and written communication skills; ability to interact at all levels professionally
• Detail-oriented, proactive, and able to follow through reliably
• Proficient in Microsoft Word, Excel, Outlook, Adobe; familiarity with Procore, SmartBid, and DocuSign preferred
• Ability to handle confidential information with discretion and professionalism
• Tech-savvy; skilled in scheduling, data entry, word processing, and spreadsheets
• Flexible, adaptable, and able to take on evolving responsibilities
• Commercial construction experience preferred; bid day/war room experience a plus

EXPERIENCE & EDUCATION:

Minimum 5 years of proven administrative/clerical skills, with estimating/project coordinator-type experience related to the construction industry. Additional experience preferred. Minimum High School Diploma or equivalent is required.

PHYSICAL DEMANDS:

The employee may be required to reach with hands and arms, climb, balance, stoop, kneel, crouch, crawl, see and hear. May sit for long periods of time working on a computer. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

WORK ENVIRONMENT:

The majority of work is completed in an office setting; however, some local and domestic travel may be required (meetings/events).

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