Bid Coordinator

Status: Full-Time, Monday–Friday

A well-established commercial construction firm is seeking a Bid & Estimating Coordinator to support a high-volume Estimating Department. This role is ideal for candidates with hands‑on, ground‑up construction administrative experience who understand the complexity of detailed commercial bids.

The successful candidate will be proactive, detail‑oriented, and confident
, thriving in a fast‑paced, collaborative environment where accuracy and clear communication are critical.

This is not an entry‑level position
. Candidates must have true construction administrative experience and familiarity with estimating workflows, bid packages, and project coordination
. Candidates from renovation‑only, flooring, or lighting backgrounds may not have the depth required for this role.

• Provide daily administrative support to the Estimating team.
• Manage RFP setup, bid documentation preparation, distribution, and tracking
  .
• Assist with meeting coordination, scheduling, and internal communication
  .
• Prepare and maintain project resumes, employee resumes, and prequalification documents
  .
• Support project setup activities
  , including coding, contracts, bonds, and insurance documentation.
• Maintain organized operational documents and ensure accurate recordkeeping.
• Create and manage detailed spreadsheets and reports for departmental activity.
• Assist with slide decks and presentation materials for leadership meetings.
• Handle confidential information with discretion
  .
• Perform additional administrative duties as needed.

• Minimum of 2 years of construction administrative experience supporting ground‑up commercial construction
  .
• Proven experience in estimating or project coordination
  , including calculating full project costs from materials to labor to logistics.
• Strong understanding of construction terminology and workflow (change orders, takeoffs, bids, RFPs).
• Ability to communicate bid‑related information clearly and confidently to internal teams and stakeholders.
• Experience thriving in a high‑volume, fast‑paced environment
  ; must be proactive, assertive, and detail‑oriented
  .
• Advanced proficiency in MS Office (Word, Excel, Outlook) and Adobe Acrobat
  .
• Strong organizational, time‑management, and prioritization skills.
• Ability to work independently and take ownership of assignments.
• Professional, confident, and client‑facing communication style.

• Experience in commercial HVAC, mechanical, or MEP contracting
  .
• Project Coordinator experience within construction with estimating responsibilities.
• Experience with bid and estimating software or tools
  .
• Fast‑paced,
  collaborative, and high‑energy team.
• Close‑knit,
  long‑tenured team that values reliability, communication, and a strong work ethic.
• Requires someone who is proactive, assertive, and comfortable engaging with multiple stakeholders
  .
• Must have thick skin and professionalism
  , as the role interacts directly with leadership and multiple departments.
• Competitive hourly rate + overtime eligibility.
• Medical, dental, and vision coverage
  .
• HSA/HRA options.
• Life, short‑term, and long‑term disability insurance.
• Three weeks PTO in the first year.
• 401(k) with company match and additional benefit programs.