Bid Coordinator

Job Description

Salary: $27 - $30 per hour DOE

Company Overview

Athena Engineering is a self-performing contractor specializing in HVAC and Building Automation systems for commercial, institutional, and public works projects throughout Southern California. Our team partners with general contractors, owners, and design professionals to deliver high-quality mechanical and controls systems on complex construction projects.

We are seeking a highly organized Bid Coordinator to support our estimating and business development teams by managing bid documentation, coordinating subcontractor outreach, and maintaining the systems that keep our estimating process running efficiently.

Position Summary

The Bid Coordinator supports the estimating and business development teams by organizing bid opportunities, coordinating subcontractor participation, maintaining bid documentation, and assisting with proposal preparation.

This role works closely with estimators, project managers, subcontractors, suppliers, and general contractors to help ensure competitive and accurate construction bids are prepared and submitted on schedule.

You've GOT to be a people person to work within the Business Development group and to eventually progress further into estimating (if you want to). There will be conflict (not always, but it happens), constant communication (on the PHONE not just email), and a need to be both detail-oriented, as well as big picture thinking. You will interact directly with all types of clients, owners, general contractors, subcontractors, and our own internal team so if you don't like talking, this isn't the job for you. You've got to be on top of your game, good with stress, and not easily offended.

The best people for this job don't take themselves too seriously, are honest and straight-forward communicators, and enjoy the pressure of the construction industry. Having a great sense of humor helps too.

Key Responsibilities

Bid Opportunity Coordination

Monitor bid boards and construction procurement platforms (BuildingConnected, BidSync, PlanetBids, etc.) for new project opportunities

Download and organize plans, specifications, addenda, and bid documents

Maintain project folders and bid tracking systems

Distribute bid invitations and coordinate subcontractor participation

Track subcontractor interest and confirm receipt of pricing

Subcontractor & Vendor Coordination

Communicate with subcontractors and suppliers regarding bid opportunities and deadlines

Maintain subcontractor and vendor contact databases

Track bid participation and ensure coverage across required scopes

Distribute addenda, clarifications, and bid updates to all bidders

Estimating Support

Assist estimators with bid preparation and proposal assembly

Coordinate preparation of bid forms and required documentation

Organize front-end documents and bid instructions for review by the estimating team

Assist with coordination of job walks and pre-bid meetings

Support preparation and submission of bid packages through contractor procurement portals

Document & Database Management

Maintain organized project documentation including drawings, specifications, and addenda

Upload and manage documents in systems such as BuildingConnected, Bluebeam, CRM, and internal servers

Ensure bid records and project documentation remain accurate and accessible

Administrative & Process Support

Maintain estimating calendars including bid deadlines and job walks

Coordinate internal bid review meetings

Assist with contractor prequalification forms and bid submission requirements

Support general administrative needs of the estimating and business development teams

Project Turnover Support

Organize documentation for awarded projects

Prepare project information packages for turnover to the operations team

Ensure bid documents and subcontractor proposals are properly archived

Qualifications

Education

High School Diploma or GED required

Coursework in Construction Management, Engineering, or Business is a plus

Experience

13 years of experience in construction administration, bid coordination, or estimating support preferred

Experience working with construction drawings and specifications is a plus

Technical Skills

Proficiency with Microsoft Office (Excel, Word, Outlook)

Experience with construction software such as:

BuildingConnected

Bluebeam

Procore

CRM platforms

Ability to learn new construction management and estimating systems

Skills & Attributes

Strong organizational and time management skills

Ability to manage multiple deadlines in a fast-paced environment

Excellent written and verbal communication skills

Strong attention to detail

Professional communication with subcontractors and project partners

Ability to work both independently and within a team environment

Career Growth

This role provides valuable exposure to the construction estimating and preconstruction process. High-performing employees may have the opportunity to grow into roles such as:

Assistant Estimator

Estimator

Project Engineer

Preconstruction Coordinator

Equal Opportunity Employer

Athena Engineering is an equal opportunity employer and is committed to creating a diverse and inclusive workplace.