Bid Coordinator/Construction Admin

Job Summary: The Bid Coordinator/Construction Administrator will manage the bidding process for mechanical contracting projects while providing comprehensive administrative support for construction operations. This role involves preparing and coordinating bid proposals, managing project documentation, ordering materials, issuing purchase orders, and assisting with HR functions and office management. The ideal candidate will be detail-oriented, organized, and capable of handling multiple responsibilities across various aspects of the business.

Key Responsibilities:

Bid Coordination:

• Bid Preparation: Coordinate and prepare bid proposals by gathering and organizing bid documents, specifications, and drawings.
• Bid Management: Track and manage bid schedules to ensure timely submission of all required documentation.
• Collaboration: Work with estimators and subcontractors to compile accurate bid submissions.
• Client Interaction: Communicate with clients, address bid-related inquiries, and clarify project details as needed.
• Documentation: Maintain and update bid records, track bid results, and archive completed bid documents.

Construction Administration:

• Project Documentation: Organize and manage project files, including contracts, change orders, and correspondence.
• Coordination: Facilitate communication between managers, field crews, and clients to support smooth project operations.
• Materials Ordering: Manage and coordinate the ordering of materials required for projects, ensuring accuracy and timely delivery.
• Issuing Purchase Orders: Prepare and issue purchase orders for all departments, ensuring compliance with project specifications and budget.
• Report Preparation: Prepare and distribute reports related to project progress, costs, and schedules as required.

Administrative Support:

• HR Support: Assist with HR functions such as employee onboarding, maintaining records, and supporting payroll and benefits administration.
• Security Badging: Manage and process security badging requests, ensuring compliance with site access requirements.
• General Administrative Tasks: Provide support with data entry, filing, and office organization as needed.

Qualifications:

• Education: High school diploma or equivalent; Associate degree in business administration, construction management, or related field preferred.
• Experience: Minimum of 3 years of experience in bid coordination, construction administration, or a related administrative role within the construction or mechanical contracting industry.
• Skills: Strong organizational skills, attention to detail, and the ability to manage multiple priorities. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience with Slack and construction management software.
• Communication: Excellent verbal and written communication skills.
• Technical Skills: Familiarity with project management and bid management tools is a plus.