Bidding Coordinator

Job Overview
The Bidding Coordinator plays a key role in ensuring that all aspects of the bidding process are carried out efficiently and accurately. Working closely with the Project Manager and internal teams, this role is responsible for managing bids, coordinating with subcontractors, ensuring compliance, and maintaining organized documentation. The ideal candidate will be highly organized, proactive, and capable of maintaining clear communication with both internal and external stakeholders.

Key Responsibilities:

• Bid File Management: Maintain and update bid files, adding new bids to the bid list, creating job files, and completing headings on standard templates. Ensure all templates are properly formatted, especially for multiple scopes.
• Prequalification Documents: Manage and process contractor prequalifications, ensuring new contractor prequalifications are processed within 2 business days, and existing records are updated as needed.
• Handoff Meetings: Coordinate and schedule handoff meetings with relevant parties, ensuring meetings are arranged at least 48 hours in advance and conducted in collaboration with the scheduling team.
• Material Lists: Complete material lists in accordance with the approved submittal package, ensuring 100% accuracy of quantities based on specified coverage rates. Submit material lists within project deadlines.
• Project Documentation: Maintain organized project files, ensuring that all bids, RFIs, submittals, change orders, meeting minutes, and other documentation are consistently updated and accessible.
• Procurement Tracking: Track material orders and delivery schedules, ensuring procurement is timely and accurate.
• Compliance: Ensure all aspects of bidding and procurement comply with safety, regulatory, and contractual requirements.
• Communication & Coordination: Maintain clear and consistent communication with subcontractors, vendors, and internal teams to gather necessary documentation and provide updates on project status.
• Reports & Updates: Prepare and distribute regular updates, reports, and meeting agendas related to the bidding process to all relevant stakeholders.

Qualifications:

• Education: Bachelor's degree in Construction Management, Business Administration, or a related field (preferred).
• Experience: Minimum of 2 years of experience in a similar role within the construction industry or a related field.
• Skills:
• Excellent organizational and time-management skills.
• Strong attention to detail and ability to manage multiple tasks simultaneously.
• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint) and project management software.
• Strong communication skills, both written and verbal.
• Ability to work collaboratively with internal teams and external stakeholders.
• Other Requirements:
• Knowledge of construction bidding processes and terminology.
• Ability to adapt to changing priorities and deadlines.
• Strong problem-solving skills and ability to work under pressure.

Why Join Us:

• Competitive salary and benefits package.
• Opportunity for career growth and development.
• Collaborative and supportive team environment.
• A company culture that values safety, quality, and integrity.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person