Bid Coordinator - Preconstruction Department

Job Description

Position Title: Bid Coordinator – Preconstruction Department

Location: Doral, Florida

Industry: Commercial Construction / General Contracting

Salary: $60,000–$70,000 (based on experience)

Employment Type: Full-Time

Company Type: Growing Construction General Contractor

Overview:

Our client, a leading General Contractor specializing in multifamily and commercial projects, is seeking a detail-oriented Bid Coordinator to support their Preconstruction Department. This role is critical to the success of the estimating and project pursuit process, ensuring smooth and timely execution of all bid-related functions.

The Bid Coordinator will be responsible for coordinating and managing the preconstruction bid process including bid document distribution, subcontractor outreach, proposal formatting, and tracking bid submissions across multiple active opportunities.

Key Responsibilities:

Bid Management Support:

Prepare and distribute Invitations to Bid (ITBs) to subcontractors via platforms such as BuildingConnected, SmartBid, or Procore.

Maintain up-to-date bid logs, coverage sheets, and subcontractor distribution lists.

Ensure adequate trade coverage and manage follow-up communications for key scopes.

Assist estimators with bid tabs and quote comparisons.

Document Control & Organization:

Set up bid folders with proper naming conventions and organization.

Upload and manage plans, specifications, and addenda to bid platforms.

Track and distribute all RFI responses and changes during the bid period.

Ensure all necessary documents are submitted accurately and on time.

Proposal Coordination:

Assemble proposal packages including cover letters, forms, exhibits, licensing, bonding, insurance certificates, and compliance documents.

Support RFP/RFQ responses by gathering company info, resumes, project sheets, and formatting deliverables.

Coordinate proposal timelines and ensure submissions meet client formatting and content standards.

Internal Collaboration:

Work closely with Preconstruction Managers, Estimators, Project Executives, and Marketing to ensure alignment and consistency in submissions.

Attend pre-bid and coordination meetings as required.

Communicate proactively regarding bid due dates, deliverables, and required actions.

Subcontractor Management:

Maintain subcontractor database and assist with prequalification tracking.

Support outreach to new trade partners and maintain relationships with existing vendors.

Monitor subcontractor engagement and bid intent responses.

Administrative Duties:

Maintain weekly bid calendar, status reports, and opportunity pipeline logs.

Assist in onboarding subcontractors to bid platforms and guide them through the submission process.

Ensure all bid folders are closed out post-submission with documentation archived properly.

Minimum Qualifications:

High School Diploma or GED required; Associate’s or Bachelor’s Degree in Business, Construction Management, or related field preferred.

2–4 years of relevant experience in construction, estimating, or administrative coordination.

Familiarity with construction terminology and processes.

Exceptional attention to detail and organizational skills.

Strong communication skills, both written and verbal.

Proven ability to manage time and multitask under tight deadlines.

Intermediate to advanced proficiency in Microsoft Excel, Outlook, and Word.

Preferred Qualifications:

Experience with platforms like Procore, BuildingConnected, SmartBid, or Bluebeam.

Graphic design experience with Adobe InDesign or Canva is a plus.

Previous experience working in a general contractor or subcontractor estimating department.

Language Requirements:

Fluency in English required.

Bilingual in Spanish is highly preferred.

Cognitive & Soft Skills:

Ability to follow detailed instructions with precision.

Strong sense of ownership and accountability.

Excellent organizational and time management skills.

Critical thinking and problem-solving under deadline pressure.

Team-oriented, proactive, and dependable.

Benefits:

Competitive base salary: $60,000–$70,000 based on experience

Health insurance (Medical, Dental, Vision)

Paid time off and holidays

401(k) with employer matching (if applicable)

Opportunities for internal growth and promotion

Inclusive, fast-paced work environment with strong team culture

Closing Statement:

This is an exciting opportunity for a proactive and highly organized individual to join a reputable general contractor with a strong pipeline of multifamily and commercial projects. If you excel at managing bid processes, have a sharp eye for details, and thrive in collaborative environments, we encourage you to apply and grow with our client’s expanding team.Company Description

We are a dynamic, growth-oriented firm dedicated to safety, innovation, and delivering high-quality results. Our supportive culture fosters collaboration, continuous learning, and professional development across all levels of our organization. We value diversity, integrity, and a shared commitment to improving the communities we serve.

Full-time