Estimating Bid Coordinator

Position ? Estimating Bid CoordinatorReports to ? Chief EstimatorStatus ? Full-timePosition SummaryThe Estimating Bid Coordinator manages the administration, coordination, and communication of the company's bidding process for wastewater construction projects. This role touches every active pursuit from the moment a project is identified through final submission and file close-out. The ideal candidate operates with a high degree of self-motivation, takes full ownership of their responsibilities, collaborates with a multi-disciplinary team, and holds themselves to a standard where no deadline is missed and no document is incomplete. The Bid Coordinator is the last line of defense before a bid goes out the door.Key ResponsibilitiesBid Administration & Document ManagementSet up each project in iSqFt ? upload plans, specifications, and all associated bid documents for wastewater treatment plant and pump station projects; maintain the planholder list throughout the bid periodUpload all addenda to iSqFt immediately upon receipt and distribute to estimators, subcontractors, and all relevant stakeholders with clear documentation of what changedPopulate all required public bid forms ? unit price schedules, subcontractor listings, contractor certifications, non-collusion affidavits, and any agency-specific documentsOrder bid bonds through the company's surety agent; verify the bond form, penal sum, and all conditions match the project's exact requirementsObtain pricing for permits, contractor's license fees, and applicable sales tax for use in the estimateReview the complete bid package prior to submission for accuracy and compliance; confirm every required document is present, properly signed, and in the correct formatCoordinate bid submission ? electronic portal, bid runner, or public bid opening ? and coordinate scheduling of bid runners and attendees as neededDistribute bid results to the estimating team and management following public openingsSubcontractor & Vendor CommunicationConduct proactive phone solicitation and follow-up to confirm subcontractor and supplier coverage as directed for each active bid 6Distribute bid packages and scope documents to subcontractors via iSqFt and direct outreach; provide any documentation needed to help vendors prepare accurate quotesTrack the status of all vendor and subcontractor quotes in real time; flag coverage gaps and unresponsive bidders to the estimating team well ahead of the bid deadlineInterface directly with vendors throughout the bid period to answer document questions, provide addenda, and keep quotes on scheduleMaintain the subcontractor and vendor database ? current contact information, trade categories, bonding capacity, DBE/MBE/SBE certifications, and prequalification statusPre-Bid & Meeting CoordinationSchedule pre-bid meetings and mandatory site visits; confirm attendance of required company personnel and communicate all logisticsSchedule bid runners for bid delivery and public bid opening attendanceCoordinate distribution of meeting notes, RFI responses, and owner-issued clarifications to all relevant partiesEstimating SupportData entry for bid quantities and supporting data; support the estimating team with accurate, organized cost inputTakes direction from the estimating team in support and coordination of estimating activitiesAssist with tracking vendors for outstanding quotes; follow up directly and furnish any additional bid documentation needed to move quotes forwardAssist with review of plans and specifications to identify scope items, long-lead materials, or items requiring additional clarification before bid closeQualifications2?5 years in administration, project coordination, or estimating support preferredHigh degree of detail orientationDemonstrated history of administrative precision5+ years working with computers, navigating software, and using email systemsStrong Microsoft Office skillsAbility to learn new systems and softwareExcellent verbal and written communication skillsStrict deadline discipline, meaningful sense of urgencyThe ability to manage multiple tasks or projects simultaneously Self-directed work style; able to identify what needs to happen and make it happen without being managed step by stepA high personal standard for the quality of work that goes out under the company's nameBenefitsFull-Time PositionCompetitive SalaryFollowing 58 days of full-time employment, you may be eligible for benefits including Medical, Dental, VisionFollowing 90 days of full-time employment, employees are eligible for 401(k)After 6 months+ of continuous employment, paid vacation is offeredPaid holidays and personal/sick leaveHaren Construction is an Equal Opportunity Employer (EEO). As such, Haren Construction provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics.Prioritizing SafetyOur employees are our greatest resource, and Haren Construction is fully committed to their safety. With our safety program and full-time safety manager, we work hard to provide every employee with safe working conditions.Haren Construction Company, Inc. is a drug-free workplace, so all potential new hires must submit to a pre-employment drug screen.We utilize the E-Verify program to electronically verify the employment eligibility of potential employees.Powered by JazzHR