Bid Coordinator

Our client is a well-established company in the construction industry, recognized for delivering high-quality residential and commercial projects. With a strong reputation for precision, reliability, and innovation, they combine technical expertise with a client-focused approach to consistently achieve outstanding results. Their success is built on teamwork, clear communication, and a commitment to excellence throughout every stage of the building process. The company fosters a professional yet supportive workplace where employees are encouraged to grow their skills, share ideas, and contribute to meaningful projects.

Role Overview:

Bid Coordinator plays a critical role in supporting the pre-construction and estimating teams by managing all aspects of the bid process. This includes organizing bid documentation, coordinating subcontractor outreach, and ensuring timely and accurate submission of proposals. The ideal candidate is detail-oriented, highly organized, and able to thrive in a fast-paced environment with multiple deadlines. This is a collaborative role that requires strong communication skills and the ability to work closely with estimators, subcontractors, and internal stakeholders.

Job Requirements:

• Bachelor’s degree in a related field preferred; equivalent training or professional experience may be considered.
• Prior experience in construction bidding, estimating, or project coordination is desirable.
• Experienced with bid processes including subcontractor outreach, Invitation to Bid (ITB) management, proposal preparation, and Request for Information (RFI) handling.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook); experience with platforms such as Building Connected, Procore, or Bluebeam is highly desirable.
• Strong organizational and documentation skills with proven ability to manage large volumes of project information, track deadlines, and maintain accuracy throughout the bid process.
• Demonstrated ability to build and maintain relationships with subcontractors and vendors, ensuring competitive coverage across all required trades.
• Experience in compiling, reviewing, and organizing bids for estimator review, with attention to detail and quality control.
• Effective time management skills, with the ability to prioritize tasks and work under pressure to meet strict bid deadlines.
• Strong verbal and written communication skills, with professional phone and email etiquette for subcontractor follow-ups.
• Team-oriented mindset with the ability to collaborate closely with estimators, project managers, and other stakeholders.
• Proactive approach to identifying potential gaps in subcontractor coverage and resourcefulness in finding solutions.
• Ability to work independently with minimal supervision while contributing to the overall success of the estimating team.

Personal Attributes/Skills

• Strong organizational and time management abilities with meticulous attention to detail.
• Strong ability to communicate effectively (both verbally and in writing)
• Collaborative, professional, and dependable, with a positive attitude toward teamwork.
• Proactive problem solver with a results-oriented mindset and the ability to adapt to changing priorities.
• Dependable under pressure, with the capacity to manage multiple projects and deadlines simultaneously.
• Strong sense of accountability, follow-through, and commitment to high-quality work.

Physical Requirements:

• Ability to work at a computer for extended periods of time.
• Regular handling of project documents and files.

Key Responsibilities:

• Project & Bid Setup: Obtain job numbers, enter new projects into company systems, and maintain accurate proposal and bid documentation. Create and manage projects in Building Connected in collaboration with Lead Estimators.
• Subcontractor Outreach: Identify and invite subcontractors using preferred lists, past project data, and industry sources. Issue Invitations to Bid (ITBs) and maintain communication to ensure sufficient bid coverage across all trades.
• Bid Tracking & Documentation: Record RFP deadlines on the Estimating Calendar, prepare Project Bid Binders, and update documents with addenda and RFIs. Conduct follow-ups with subcontractors…