Bid Coordinator

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 #J-18808-Ljbffr Paychex