Construction Bid Coordination Specialist

2 weeks ago

Escondido, California, United States Tri State General Contractors Full time
Position Overview

Salary: $23 - $28 DOE

Tri State General Contractors is a well-established and reputable General Contracting firm seeking a skilled Bid Coordination Specialist with a solid background in construction to play a vital role within our estimating division. The ideal candidate will demonstrate exceptional organizational abilities, strong communication skills, and a knack for administrative responsibilities and time management. We are in search of an innovative team player who is eager to learn, adaptable, and committed to contributing to our collective success.

Role Responsibilities

The Bid Coordination Specialist will provide essential support by collaborating closely with the Estimator, Division Directors, and potentially Project Managers to prepare comprehensive cost proposals for projects we are actively pursuing in a dynamic environment. This role requires effective collaboration with various stakeholders, including Architects, Engineers, Owners, Subcontractors, and Suppliers, to ensure all information is accurate and complete. The Bid Coordination Specialist will be responsible for soliciting and compiling bid quotations from subcontractors.

Key Duties:
  • Establish and maintain electronic job folders for all projects in the preconstruction and bidding phases.
  • Download and organize project documents in electronic folders, ensuring proper labeling and categorization.
  • Review documentation to confirm that all drawings, specifications, and reports are included in the bid package.
  • Upload and manage project documents using our online bid management platform. Distribute Invitations to Bid, Addendums, and manage project communications with Subcontractors.
  • Print plans for team members and maintain both physical and electronic project documents, ensuring all parties have access to the most current information.
  • Communicate with subcontractors to track which companies will submit proposals and proactively follow up until proposals are received.
  • Identify and add new subcontractors to our database, fostering relationships with local subcontractors.
  • Assist staff in preparing bid forms and packages for clients.
  • Create and maintain Bid Binders for each project, organizing subcontractor proposals for easy access.
  • Research and clarify job-specific requirements and fees.
  • Support the Estimator and Directors in attending pre-bid meetings and client discussions, documenting key information and taking photographs.
  • Keep the subcontractor database updated with new and existing company information.
  • Manage the Bid Board and Bid Calendar, tracking all potential and ongoing projects.
  • Print and organize plans as needed.
Qualifications:
  • General understanding of construction trades associated with the CSI format.
  • Exceptional organizational skills.
  • Familiarity with Microsoft Excel, Word, Outlook, Project, and PDF editing software.
  • Knowledge of take-off software and Bid Mail is advantageous but not mandatory.
  • Comfortable engaging in phone communications, dedicating approximately 40-50% of time to discussions with subcontractors and vendors.
  • Able to work independently while thriving in a fast-paced, dynamic environment.
  • Strong commitment to excellence and a desire to contribute positively to the company's growth.
  • Eager to learn and not hesitant to ask questions.
  • Detail-oriented and professional.
  • Ability to follow written or verbal instructions effectively.
  • Drive for high standards and meticulous attention to detail.
  • Understanding of excellent customer service principles.
  • Ability to make decisions that align with the company's best interests.
  • Collaborative mindset, working effectively within a team to achieve shared objectives.

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