Preconstruction Bid Coordination Specialist

Job Description

Job Description

Preconstruction Bid Coordination Specialist Role Snapshot

• Employment Type: Full-Time / Direct Hire
• Compensation: $50,000–$70,000 per year (commensurate with experience)
• Reports To: Preconstruction / Estimating Manager
• Location / Travel: Office-based with occasional regional travel for site walks and client meetings (limited relocation assistance considered)

A Day in the Life

You start the morning scanning the latest addenda and organizing new plan sets so the team has a clean, current baseline. By mid-morning, you’re assembling an RFP response—double-checking certifications, coordinating bid bonds and certificates of insurance, and making sure every form is buttoned up. After lunch, you jump into preliminary quantity takeoffs, reach out to vendors for pricing, and compare quotes to keep budgets realistic. You finish the day updating GMCA’s master subcontractor database, packaging a tidy handoff for operations, and logging all proposal materials into the archive.

What You’ll Do Bid Coordination & Document Control

• Collect, organize, and track bid documents, architectural/engineering drawings, specifications, and addenda.
• Prepare complete bid proposals, client presentations, and RFP submissions with all required forms and certifications delivered on time.
• Coordinate bid bond requests, certificates of insurance, and prequalification paperwork.
• Maintain historical estimating files, proposal archives, and project handoff packages for the construction team.

Estimating & Takeoff Support

• Support Preconstruction Managers with preliminary quantity takeoffs, pricing outreach, and cost comparisons.
• Learn and utilize estimating software, digital takeoff tools, and cost databases (e.g., Bluebeam, PlanSwift, Procore, or similar).
• Flag unique scope items and potential risks during the bid phase.
• Track costs and verify quotes to help protect margins and build realistic budgets.

Subcontractor & Vendor Relations

• Solicit coverage across trades and monitor bid participation.
• Draft clear scope narratives for subcontractor bid packages.
• Update and maintain GMCA’s master subcontractor database.
• Identify, pre-qualify, and vet new subcontractors, suppliers, and trade partners.

Business Development & Market Research

• Track upcoming opportunities and conduct outreach to owners, developers, architects, and engineers.
• Assist with marketing collateral, qualification packages, and presentation decks.
• Support initiatives to win new work and strengthen existing client relationships.

About You

• Experience: 2+ years in construction administration, preconstruction, A/E support, or related administrative work.
• Technical Aptitude: Comfortable reading drawings, specifications, and blueprints.
• Software: Proficient in Microsoft Word, Excel, PowerPoint, and Outlook; experience with Bluebeam, PlanSwift, Procore, or similar tools is a plus.
• Communication & Organization: Strong writing and verbal skills; deadline-driven with excellent attention to detail and multitasking ability.
• Analytical: High visual and numerical focus for takeoffs, figure checks, and document verification on screen.
• Mobility: Valid driver’s license; occasional travel to client offices and job sites.

Benefits & Perks

• Comprehensive Medical & Dental coverage
• 401(k) Retirement Plan
• 10 Days Paid Time Off (PTO) accrued after the 1st year of service
• 6 Paid Major Holidays annually
• Clear growth path within the preconstruction/estimating team