Proposal & Subcontractor Administrator

Overview

Company Overview

Henkels & McCoy West works closely with clients from diverse markets to build enduring partnerships throughout the Western United States. Our team of seasoned professionals designs, builds, manages, and maintains critical and sustainable infrastructure for the power, oil & gas pipeline, gas distribution, and communications industries. Building on a 100-year legacy of performance and service to utility, commercial, industrial, and government clients, H&M West brings together extensive knowledge and innovation to deliver infrastructure construction solutions that meet future energy needs today.

H&M West is a purpose-driven company. Our core values guide our strategy, performance, and culture. We believe in maintaining an environment where team members can make an impact, grow, and thrive. A place where they find meaning and purpose in doing the important work of ensuring communities have the vital energy, light, and communications to prosper. Our culture is inclusive and welcoming. Our teams are empowered with abundant training, tools, and opportunities to follow their curiosity and ambitions. Everyone has an equal chance to advance. Everyone is supported, respected, and challenged to be their best. We're always looking for talented and dedicated people to join us and love where they work.

Henkels & McCoy West is a proud subsidiary of MasTec (NYSE: MTZ), a Fortune 500 Company ranked by Energy News-Record as one of the leading contractors in the country. H&M West is part of the MasTec Power Delivery segment. We are certified as a minority-controlled company by the National Minority Suppliers Development Council (NMSDC). Our rich diversity of people and ideas makes us a stronger, more innovative organization.

We are looking for a Proposal Subcontractor Administrator to join our team remotely within the U.S., preferably in the Vancouver, WA area.

Position Summary:

The Proposal/Subcontractor Administrator's main function is to be the main contact between the Program and potential subcontractors. They ensure that subcontractor RFP processes comply with internal, customer, and regulatory requirements. They implement and direct documentation procedures in storing, updating, and distributing engineering documents, including blueprints, mechanical drawings, specifications sheets, etc., and ensure that all aspects of the bid event, including scoring subcontractors, go smoothly.


H&M West's Team in the Vancouver office has an active multi-billion dollar program to execute a large number of projects over the next 10 years. To date, this Team has over 35 transmission line and substation projects that are in various stages of design, with construction beginning on multiple projects in 2026.

Responsibilities

The Proposal/Subcontractor Administrator's responsibilities include the following:

• Coordinating and organizing the prequalification process and ensuring subcontractors are requalified every year and completing prequalification scorecards.
• Working with project team, estimating team, and proposal team to collect all required information for an RFP.
• Writing RFPs and ensuring all required information is posted for subcontractor review.
• Posting, organizing, and managing all bid events in Monday.com.
• Acting as the main contact for subcontractors during their bid process.
• Organizing and running all pre-bid meetings and acting as liaison between project team and subcontractors for site visit organization.
• Working with team members to ensure all subcontractor RFIs are answered and sent to subcontractors in a timely manner.
• Working with subcontractors the day a bid is due to ensure they have posted their bid and proposal correctly.
• Coordinating internal and external reviews of subcontractor proposals.
• Collaborating with teams to evaluate and score subcontractor proposals based on established criteria.
• Training subcontractors in the bid management software.
• Working closely with estimating staff to identify subcontracted scopes and quantify subcontracted work.
• Acting as a liaison between the estimating and proposal management teams to ensure all teams understand changes and nuances of subcontractor pricing.
• Acting as a liaison between the SCM team and subcontractors to ensure all parties have adequate information to appropriately bid the work.
• Working with new subcontractors and getting them onboarded into the bid event system.
• Organizing the subcontractor scoring process with the internal teams
• Organizing subcontractor proposals for proposal submittal according to client and proposal requirements.

Skills Necessary

• Strong attention to detail
• Strong communication skills and patience in working with multiple personality types and skill sets
• Strong problem-solving skills
• Highly organized
• Ability to juggle multiple projects and multiple deadlines at once
• Ability to work with many personality types and skill levels
• Bidding platform (Building Connected, Monday.com, Procore) experience a plus, but not necessary.
• If no bidding platform experience, willingness to learn a new platform.

Qualifications

• Bachelor's degree in Business Administration, Construction Management, Communications, or related field preferred; equivalent work experience considered.
• 2+ years of experience in proposal coordination, subcontractor administration, estimating support, procurement, construction operations, or bid management.
• Experience coordinating subcontractor prequalification processes, annual requalification tracking, and evaluation scorecards.
• Proven ability to prepare, organize, and manage Requests for Proposals (RFPs) and subcontractor bid documentation.
• Strong experience coordinating cross-functional teams including project management, estimating, proposal management, and supply chain teams.
• Ability to manage subcontractor communications throughout the bidding lifecycle, including RFIs, bid submissions, onboarding, and proposal reviews.
• Demonstrated ability to maintain accuracy, confidentiality, and professionalism while handling sensitive bid and proposal information.

Salary Range: $69,300 - $103,900/annually

Benefits:


Full-time employees are eligible to participate in our benefit plan which includes the following:

• 401(k) Plan
• Employee Stock Purchase Plan
• Health, Dental, & Vision Insurance
• Voluntary Life Insurance
• Voluntary Short Term & Long-Term Disability
• Paid time off

Henkels & McCoy West, LLC. is an Equal Opportunity Employer of Minorities, Females, Protected Veterans, and Individuals with Disabilities.