Bid Coordinator Assistant

Job Description

Job Description

Description:

JAM Services is looking for a Bid Coordinator Assistant to join our Estimating team in Livermore. If you're detail-driven, love keeping projects organized, and want a front-row seat to how construction bids come together, this a great entry level role is for you.

We know a job is more than a paycheck — it's peace of mind for you and your family. That's why we offer a full benefits package including:

• Medical, Dental, and Vision coverage
• Long-Term Disability (LTD) insurance
• Paid Time Off (PTO)
• 11 paid holidays per year
• 401(k) with a 6% company match — we invest in your future, not just your paycheck

Add to that a role where you'll gain firsthand exposure to the construction bidding process, work alongside experienced estimators, and build valuable skills in project coordination and document management.

Primary Objective

The Bid Coordinator Assistant supports the Estimating department by providing administration support by managing the intake, tracking, and organization of all bid and quote requests. This support role ensures estimators have the documents, files, and calendar information they need to produce accurate, competitive bids on time.

Duties and Responsibilities

Quote Request & Log Management

• Enters and tracks all incoming quote and bid requests (including RFPs) in the Quote Request Log; assigns each request to the appropriate estimator via BIDS.
• Maintains the log with current status, quote numbers, and completion dates; distributes to the “bids” group twice weekly or upon request.
• Flags time-sensitive requests to the assigned estimator and Senior Estimator to ensure deadline compliance.

Bid Calendar Management

• Enters and maintains all active bid projects in the Bid Calendar; adds contractors and customers as identified and processes changes promptly.
• Downloads project documents, plans, and specs from bid platforms; processes addenda and pre-bid plan revisions, notifying the estimating team of any scope or requirement changes.

Printing and Bid File Preparation

• Prints plans and specifications for all active bids; assembles complete, organized hard-copy bid files for each assigned estimator.
• Maintains organized digital and physical filing systems; archives completed bids in the bid cabinet at end of day and retrieves historical files as needed.
• Performs other related duties as assigned.

Required Skills and Abilities

• Highly organized with strong attention to detail; able to manage multiple open bids and deadlines simultaneously.
• Clear written and verbal communication skills; professional and discreet in handling sensitive bid and pricing information.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook); experience with bid management platforms or document portals a plus.
• Ability to read and interpret construction plans, specifications, and bid documents at a basic level; prior exposure to plan reading preferred.
• Self-motivated and dependable; able to manage tasks independently and adapt quickly to shifting priorities.

Education and Experience

• High school diploma or equivalent required; associate’s degree or coursework in business administration, construction management, or related field preferred.
• 1–3 years of experience in an administrative or coordinator role; construction, engineering, or contractor environment strongly preferred.
• Familiarity with bid solicitation processes or plan room platforms (e.g., PlanHub, BuildingConnected) a plus.

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer; frequent use of hands for keyboard operation, filing, and document handling.
• Must be able to lift and carry up to 25 pounds (e.g., plan sets, file boxes); occasional bending and reaching when filing or retrieving materials.

Work Environment

• Office-based; standard business hours with occasional extended hours during high-volume bid periods.
• Deadline-driven with frequently shifting priorities; works closely with estimators, the Senior Estimator, and at times interfaces with customers, contractors, and other JAM departments.

Equal Employment Opportunity

JAM Services is an equal opportunity employer committed to creating an inclusive workplace where all employees are valued and respected.