Bid Coordinator / Estimating Administrative Assistant

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.Qualifications, skills, and all relevant experience needed for this role can be found in the full description below.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 coordinationManage approximately 5 - 10 bids and/or opportunities per monthAssist with preparation of Statement of Qualifications, coordinating input from various sourcesBid document processing and distribution, including plans, specifications and addendaIssue appropriate requests for bid to subcontractorApply understanding of certain bid requirements including specific applicable government programsRecruit additional subcontractors to register/bid on projectsReview bids and bidders for appropriate licensing and conformance with bid requirementsImplement applicable document control and communication for bid teamMaintain good subcontractor and community relationshipsPersonal contact with subcontractors via phone and e-mailMaintain bid list, bid files and records for each projectDistribute bid resultsProduce organized and comprehensive final bid file for presentation to clients and project teamsAdditional duties as needed by the companyKNOWLEDGE, SKILLS & ABILITIES:Experience in preconstruction, bidding, or proposals, with an understanding of construction plansStrong organizational, time management, and multitasking skills; ability to work under pressure and meet deadlinesExcellent verbal and written communication skills; ability to interact at all levels professionallyDetail-oriented, proactive, and able to follow through reliablyProficient in Microsoft Word, Excel, Outlook, Adobe; familiarity with Procore, SmartBid, and DocuSign preferredAbility to handle confidential information with discretion and professionalismTech-savvy; skilled in scheduling, data entry, word processing, and spreadsheetsFlexible, adaptable, and able to take on evolving responsibilitiesCommercial construction experience preferred; bid day/war room experience a plusEXPERIENCE & 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. xijylhu WORK ENVIRONMENT:The majority of work is completed in an office setting; however, some local and domestic travel may be required (meetings/events).Recruiters - Do not reach out to job poster

Created: 2026-03-28