What are the responsibilities and job description for the Project Specialist position at Memco?
MEMCO Staffing is seeking a Project Specialist to join our customer team, with a focus of supporting pre-construction activities, ensuring successful bid submissions. and providing admirative support for ongoing project.
Position Summary
The Project Specialist will play a critical role in the pre-construction phase by identifying bidding opportunities, preparing detailed and accurate bidding documents, and collaborating with internal and external stakeholders to ensure timely and compliant submissions. They will also provide administrative support for ongoing projects. The ideal candidate is bilingual (English and Spanish), highly organized, detail-oriented, and has excellent customer service and communication skills with a “can do” attitude.
Key Responsibilities
1. Bid Opportunity Management
o Research and identify new job opportunities to bid on.
o Analyze bid specifications to determine compliance requirements and deadlines.
o Collaborate with the Estimator to evaluate which vendors, suppliers, and contractors to contact for quotes/pricing.
o Prepare and request bid bonds
2. Documentation & Submission
o Prepare, review, and submit bid documents, ensuring accuracy and compliance with client specifications. Notarize identified documents.
o Assemble bid packages and coordinate delivery (virtual or in-person).
o Maintain meticulous records of all bids and supporting documents.
o Provide administrative support for ongoing projects as needed.
3. Team Coordination
o Schedule and facilitate weekly internal team call to update bidding status.
o Contant vendors, suppliers, and subcontractors to obtain pricing/quotes.
o Attend virtual or in-person pre-bid meetings.
o Collaborate with Project Manager to set monthly goals for identifying opportunities, completing and submitting bid packages
4. Tracking & Reporting
o Monitor and track the progress of all bids using Excel and other tools.
o Monitor and track bid bond requests.
o Maintain a comprehensive log of vendor, supplier, contractor contact information.
o Provide regular reports to management on bid activity, wins, losses, and critical insights.
5. Customer Service & Communication
o Build and maintain strong relationships with clients, vendors, subcontractors and team members.
o Address inquiries and resolve issues promptly and professionally.
o Maintain a positive attitude within the team for achieving bidding goals
Required Skills and Qualifications
• Education: H.S. Diploma or equivalent; OR Some college; Ability to become a Notary
• Language Proficiency: Fluent in English and Spanish (written and verbal).
• Technical Skills: Proficient in Adobe PDF, Microsoft Office Suite, especially Word, Excel, and Outlook.
• Communication: Exceptional writing skills for completing bid documents and crafting professional correspondence.
• Customer Service: Outstanding interpersonal skills with the ability to lead virtual meetings effectively.
• Organization: Meticulous attention to detail with strong time management and organizational skills.
• Teamwork: Ability to collaborate across teams and manage multiple priorities under tight deadlines.
• Attitude: Positive, can do, winning attitude and overall style as a collaborative team player. Help motivate team to accomplish goals.
• Experience: Previous experience in construction, bidding, or administrative roles is preferred but not required.
• Other: Have reliable transportation & valid driver’s licence
What you’ll do day to day:
• Set weekly/monthly goals for identifying bid opportunities, completing and submitting bid packages.
• Conduct research on portals, websites, and bidding applications, etc. to identify bid opportunities.
• Report potential bid opportunities to the Project Manager/Estimator. Collaborating cross functionally to determine if the RFP or Bid is appropriate – “go or no-go”.
• Identify and build relationships with vendors, suppliers, and contractors to obtain quotes/pricing.
• Work within our internal portal to track all data around submissions and wins, losses or in progress to be in the best position to analyze our progress.
• Manage schedules and deadlines, documenting pre-bid dates, bid dates, etc. Using Outlook to notify the team of important dates.
• Collaborate with Estimator to obtain bid estimates. Prepare and request bid bonds.
• Coordinate response to RFP’s/Bids by working collaboratively with Project Manager/Estimator obtaining bid pricing and project specific information.
• Analyze the RFP/Bid specs to determine that we are compliant in our response, structure and format.
• Manage all required paperwork, including notarization of documents.
• Complete bid documents. Handle substantial administrative details related to document completion, and timely submission of each RFP/bid either electronically or in-person
• Build a repository of answers/responses that are commonly used in RFP’s/Bids.
• Provide administrative project support for ongoing project, i.e. requesting and tracking subcontractor/vendor documentation, etc.
• Conduct weekly progress team meetings and communicate progress updates.
If interested please send resume to Isaias Rodriguez at isaia@memcostaffing.com
