Bid Coordinator, Fabricated Signage

Position Summary

While working as a Bid Coordinator (fabricated Signage), you will be tasked with fulfilling duties and performing tasks related to supporting the sales, estimating, and production teams by managing the flow of bid requests, gathering required information, preparing bid documentation, and maintaining accurate schedules. This position ensures that estimates and proposals are delivered on time, project details are properly documented, and cross‑department communication stays aligned throughout the pre‑production process.

The Bid Coordinator helps drive efficiency, accuracy, and customer responsiveness, directly supporting revenue growth and operational performance.

• Receive, review, and organize incoming bid requests, RFPs, drawings, and specifications.
• Coordinate with Sales, Estimators, and Project Managers to confirm scope, requirements, deadlines, and missing information.
• Prepare and format bid packages, proposal documents, and supporting materials.
• Maintain an organized database of historical bids, pricing, vendor quotes, and project specifications.
• Track estimator workloads and timelines to ensure bids are completed before deadlines.
• Follow up with vendors and subcontractors to obtain quotes for materials, fabrication, specialty products, or installation services.
• Enter project data into estimating software or internal systems.

• Review bid packages and signage specifications to determine whether requirements are standard/basic or need to be escalated to a senior estimator.
• After reviewing incoming bid requests, provide estimates for standard items based on historical data and/or using current pricing tools.
• Enter project data into estimating software or internal systems.
• Submit estimates and accompanying required documentation to customers or bid platforms.

• Create and maintain bid calendars, due‑date trackers, and workload schedules to ensure clarity across teams.
• Communicate priority levels to estimators and leadership based on deadlines, revenue impact, and strategic opportunity.
• Assist in the handoff process from estimating to project management once a job is awarded.
• Support the scheduling of meetings, internal reviews, and customer check‑ins related to bids or project planning.
• Update internal systems with status changes—received, in progress, submitted, pending award, awarded, or declined.

• Ensure all bid documents are accurately stored, version‑controlled, and accessible to the appropriate team members.
• Draft correspondence related to bids, clarifications, addendums, or information requests (RFIs).
• Communicate bid outcomes and feedback to the sales and estimating teams.
• Assist in preparing summary reports on bid activity, win/loss metrics, and workload analysis.

• Collaborate with sales, estimating, production, and project management to ensure alignment on scope and timelines.
• Support the preparation of pre‑construction materials when required.
• Provide administrative support to the estimating department, including file management, meeting coordination, and system updates.

• Bachelor’s degree preferred.
• 2+ years’ experience in the signage industry (fabrication, installation, or estimating).
• 2+ years’ experience in managing bidding processes (signage or construction industry experience preferred).
• Ability to read basic construction drawings and specifications a plus.

• Proficiency in Microsoft Office, Adobe Creative Suite, and database or project management tools.

• Strong organizational skills with the ability to manage multiple deadlines simultaneously.
• Excellent verbal and written communication skills.
• Detail‑oriented, process‑driven, and able to work collaboratively in a fast‑paced environment.

• Time Management & Prioritization.
• Attention to Detail.
• Communication & Professionalism.
• Customer Responsiveness.
• Team Collaboration.
• Process Discipline.

• Physical demands:
  Frequent sitting at a desk and prolonged standing periods.
• Work environment:
  Exposure to typical office noise such as printers, computers, and phones.

• Financial stability:
  Competitive base salary and performance‑based promotions.
• Massive advancement opportunities:
  Rapid growth with potential to double in size in the next three years.
• Gorgeous work environment:
  State‑of‑the‑art facility and skilled colleagues.
• Strategic benefits:
  Comprehensive health care, 401(k), vacation, sick time, paid holidays, and more.
• Uber‑talented team members:
  Inspire and collaborate with top industry talent.
• Engaging company culture:
  Team building activities and a vibrant workplace.

Strategic Factory is an Equal Opportunity Employer