Bid Coordinator               

The role is generally focused on formulating  bid presentations, from evaluating the initial inquiry with sales team and estimating leads, tracking and managing progress of works and presenting final bids to clients as required.

Essential skills will include your ability to build relationships, both internally with the estimating team, commercial team, sales teams and dealing with the client’s representatives, subcontractors and vendors tendering for work on the project.

You will be required to work as part of the Pre-Construction and Bid Development team and provide support to Business Development, Bid and Pre-Construction Managers throughout the bid process life-cycle.

Attention to detail is a must as a large percentage of the job role includes for analysis and the production of accurate bid documentation. You will also be required to arrange, organize and lead pre-construction meetings to facilitate the bid process.

Successful candidates must demonstrate their ability to ensure that the completed submission puts forward the best possible response in terms of completeness, appropriateness and that the best added value options have been provided for the company and its client.

This role is ideal for persons with prior experience of working in the estimating/ pre-construction team working on bids for projects in the fast paced fit-out and construction industry. Candidates must have experience and a willingness to work hard, internal training and support will be provided as required to facilitate the internal ethos of the company.

This role will work very closely with the President, Senior VP, Estimating and Project Management Departments, along with outside sources such as CM/GC’s, vendor, suppliers, and subcontractors.

This position will be also be the Executive Assistant to President assisting with calendar appointment, follow up with reports due, scheduling and attending meetings.

Specific duties and responsibilities include, but are not limited to:

  • Compile bid package estimate documents, Bid Tracking, Bid Forms, Pre-qualification packages
  • Distribute current bid list to all vendors, suppliers, and subcontractors via e-mail.
  • Assist in the preparation of Bid Packages, to include but not limited to Bid Bond Request, Certificate of Insurance, complete bid forms
  • Prepare Invitation to Bid spreadsheet in Drop Box for weekly estimating meeting.

  • Complete and ensure all proposals are formatted and comply with company brand guidelines, customer requirements and follow internal quality guidelines.

  • Analyze the client’s documents to ensure the responses being created respond implicitly to the questions being asked.

  • Coordinate clarification questions, forward to client and monitor responses.

  • Work with operational managers and customers in quality and process improvement initiatives in order to further develop partnership working.

  • Work with Project and Operations Managers on new bids through mobilization and the initial stages of transition periods to ensure all elements of the bid are fully understood by operational management team.

  • Create, Build and Maintain communication with General Contractors/CM's during pre-bid and post-bid process.
  • Create and attend business development meetings 

Requirements:

  • 2 years experience in an Coordinator role within a Construction office
  • Sales and Business Development experience preferred, but not required
  • College Degree in business preferred, but not required
  • A confident, highly motivated, proactive, extremely organized professional who is able to multi-task, prioritize, and work well under pressure in a fast-paced environment
  • Detail oriented
  • Strong working knowledge of MS Office (Excel, Word, Outlook)
  • Working knowledge of Quick Pen software preferred, but not required
  • Ability to take direction and follow through with given tasks with minimal supervision
  • Strong oral, written and interpersonal communication skills are critical
  • Ability to work professionally and diplomatically with individuals at all levels
  • Flexibility required to support major project deadlines
  • Proven decision making skills with the ability to distinguish simple issues from priority issues and act accordingly
  • A dedicated team spirit is a must
  • Confidentiality
Equal Opportunity Employer, including disabled and veterans.
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