Bid Clerk

Bid Clerk

We are seeking a highly organized, proactive, and detail-oriented Bid Clerk to support our Preconstruction and Estimating team. This position plays a key role in managing the bidding process by coordinating subcontractor outreach, maintaining accurate bid documentation and reports, tracking subcontractor participation, and ensuring critical preconstruction deliverables are completed accurately and on time. This fast-paced position requires initiative, accountability, attention to detail, and the ability to identify outstanding items before they become deadline issues.

Company Overview Founded in 1979, Lemartec is a national general contractor and construction management firm and is part of the General Building group within MasTec's Clean Energy and Infrastructure segment. As MasTec's vertical construction arm, Lemartec delivers complex projects across industrial, aviation, power, and large commercial markets. Led at the segment level by Manny Garca-Tun, the General Building Operating Group represents MasTec's vertical construction capabilities and serves as the platform for future growth in this space. As a MasTec company, Lemartec maintains international capabilities and strategic partnerships throughout the Americas and the Caribbean, enabling the execution of some of the most complex projects in the industries we serve. Through MasTec's network of more than 22,000 professionals and subject matter experts in Engineering, Procurement, and Construction across over 400 locations throughout North America and the Caribbean, Lemartec is uniquely positioned to serve a diversified customer base. With experience across all 16 disciplines of construction, Lemartec combines deep technical expertise with the strength, scale, and financial backing of MasTec to successfully deliver projects of any size and complexity. The General Building operating group is part of the MasTec Clean Energy & Infrastructure (CE&I) business segment. The CE&I segment generates over $4.5 billion in annual revenue, providing construction services across our renewables, industrial, infrastructure, and general building operating groups. Sustainability and safety are foundational to our culture and influence everything we do. MasTec, a minority-owned Fortune 500 company, has shaped the construction industry for more than 90 years. With over 35,000 employees and 400 offices nationwide, we provide flexibility and career growth in dynamic work environments. Join one of the largest construction firms in the country (Engineering News-Record [ENR]: #1 in Power, #17 Top 50 Domestic Heavy Contractors, #20 Transportation Contractor).

Responsibilities

Bid Management & Coordination

• Support the Estimating team throughout the complete bidding and preconstruction process.
• Assist with setting up and maintaining new projects, bid invitations, project folders, bidder lists, and internal tracking systems.
• Maintain accurate project information within the Bid Calendar, Dashboard, Bidder Status Reports, Risk Matrix, and other required internal reports.
• Track multiple active pursuits simultaneously and ensure project milestones and deadlines are properly calendared and monitored.
• Coordinate closely with estimators to understand trade coverage requirements and identify scopes requiring additional subcontractor outreach.
• Assist with bid-day activities and ensure the estimating team has required subcontractor information and documentation readily available.

Subcontractor Outreach & Bid Participation

• Contact subcontractors and vendors to introduce project opportunities, confirm receipt of bid invitations, determine bidding interest, and encourage participation.
• Maintain ongoing communication with subcontractors throughout the bidding period rather than relying solely on electronic bid invitations.
• Track subcontractor participation as Bidding, Not Bidding, or Undecided and maintain accurate status information throughout the project.
• Conduct follow-up calls and emails to obtain bid confirmations and proposals and help ensure adequate coverage across all required trades.
• Research and identify additional qualified subcontractors when coverage gaps exist.
• Develop and maintain professional relationships with subcontractors and vendors with the goal of expanding the company's bidding network and creating future business opportunities.

Prequalification & Bondability

• Review subcontractor prequalification status early in the bidding process.
• Identify subcontractors that are not currently prequalified and coordinate promptly with the appropriate internal department to initiate the prequalification process.
• Maintain accurate tracking of subcontractors that are prequalified or In Process.
• Request and track subcontractor bondability letters early in the bidding process.
• Maintain accurate electronic records of Compass reports, prequalification documentation, and bond letters.
• Consistently follow up on outstanding prequalification and bondability requirements rather than waiting until the project approaches bid close.

Risk Matrix & Reporting

• Maintain the project Risk Matrix from the beginning of the bidding process through bid submission.
• Ensure the complete bidder list is accurately reflected and continuously updated as additional subcontractors are invited or express interest.
• Track subcontractor participation, proposals, scope sheets, bond letters, Compass reports, and prequalification status.
• Cross-reference project files and internal systems to ensure reports accurately reflect documentation received.
• Maintain weekly Bidder Status Reports and ensure information is complete and current prior to internal review meetings.
• Identify missing information, outstanding documentation, coverage gaps, and potential issues and communicate them to the Bid Manager and estimating team promptly.

Bid Documentation

• Receive, organize, save, and distribute subcontractor proposals and scope sheets promptly.
• Maintain organized and accurate electronic project folders.
• Assist with tracking Addenda, RFIs, proposal deadlines, scope confirmation deadlines, and other project-related documentation.
• File project information consistently so the estimating team can easily locate it.
• Maintain accurate records of subcontractor communications and bidding activity.

Qualifications

Work Experience and Education

• AA or AS degree in a Business-related course of work is preferred.

Knowledge/Skills/Abilities

• Proficient in all Microsoft Software.
• Able to type 50-60 WPM accurately and able to take dictation.
• No prior legal experience is required.

In addition to the above-listed minimum requirements, candidates who possess the following skills, experience, and capabilities may receive greater consideration during the evaluation process:

• Three (3) years working in a construction/engineering/architecture-related field with emphasis on cost (desirable).