Bid Coordinator

Job Description

Job Description

This is a high-output estimating role. Candidates without recent experience creating service estimates, repair quotations, or small project proposals should not apply.

Top 5 Non-Negotiables

• Proven ability to create high-volume, accurate quotes and proposals with minimal oversight
• Strong understanding of facility maintenance scope development, labor/material takeoffs, and pricing validation
• Experience quoting small single-trade projects such as plumbing, electrical, carpentry, painting, flooring, doors/hardware, ceiling, or general repairs
• Ability to review work orders, site photos, technician notes, vendor pricing, and client requirements and convert them into complete proposals
• Demonstrated discipline in structured estimating workflows, including scope validation, exclusions, clarifications, and approval routing before release

Overview:

We are looking for individuals who take pride in their work, communicate respectfully, and value being part of a team. The right candidate is dependable, organized, and detail-oriented, with the ability to turn incomplete field information into clear, accurate, and client-ready proposals while supporting coworkers in a collaborative environment.

The Facility Maintenance Bid Coordinator role is primarily responsible for preparing accurate, timely, and professional quotations for facility maintenance repairs and small single-trade special projects.

Key Responsibilities – Estimating & Proposal Development

• Review incoming service requests, technician notes, site photos, proposals, and field documentation to determine quoting requirements
• Create facility maintenance repair quotes for corrective work, replacement work, and non-contract service requests
• Prepare small single-trade special project proposals with complete scope, pricing, assumptions, exclusions, and client-ready formatting
• Develop clear written scopes of work that align with field conditions, client expectations, and operational execution requirements
• Build pricing using labor, materials, equipment, subcontractor costs, permit requirements where applicable, and markups

Scope Accuracy & Commercial Review

• Validate scope completeness before release to avoid under-scoping, missed materials, or pricing gaps
• Apply proper assumptions, qualifications, clarifications, inclusions and exclusions to protect margin and reduce scope disputes
• Ensure all final quotations are commercially sound, executable, and aligned with internal standards before release
• Escalate unclear scope, incomplete field information, or pricing concerns prior to proposal submission

Performance KPIs (Core to Role)

• Quote Production: high daily and weekly quote output based on service volume and proposal complexity
• Turnaround Time: timely quote delivery in accordance with client expectations and internal service standards
• Accuracy Rate: high first-pass accuracy with minimal pricing or scope revisions caused by estimator error
• Scope Completeness: complete proposals issued with proper assumptions, exclusions, and backup support
• Margin Protection: reduction in missed scope, underpricing, and preventable change events caused by estimating gaps

Qualifications

• 3–5+ years of estimating, quoting, service proposal, or small project pricing experience in commercial facility maintenance, or construction
• Strong understanding of facility repair scope development, labor/material pricing, and trade coordination
• Proficiency in Excel and business systems used for estimating, quoting, and work order management
• High attention to detail and ability to manage multiple active quotes in a fast-paced, deadline-driven environment
• Strong communication, scope-writing, and coordination skills

Preferred Experience

• Commercial facility maintenance estimating across reactive repairs and proposal-based corrective work
• Prior exposure to quoting trades such as plumbing, electrical, doors/hardware, flooring, painting, carpentry, drywall/ceiling, or general building repairs
• Working within multi-location or multi-state operations, managing varying client proposal requirements and submission protocols
• Contributing to or improving estimating workflows, template standards, pricing controls, and proposal quality assurance procedures
• Microsoft Dynamics 365 or similar systems, including adapting to structured work order and proposal management workflows