Estimating Bid Coordinator

Etowah, TN
Full Time
Mid Level
Position – Estimating Bid Coordinator
Reports to – Chief Estimator
Status – Full-time

Position Summary
The Estimating Bid Coordinator manages the administration, coordination, and communication of the company's bidding process for wastewater construction projects. This role touches every active pursuit from the moment a project is identified through final submission and file close-out.  The ideal candidate operates with a high degree of self-motivation, takes full ownership of their responsibilities, collaborates with a multi-disciplinary team, and holds themselves to a standard where no deadline is missed and no document is incomplete.  The Bid Coordinator is the last line of defense before a bid goes out the door.
 
Key Responsibilities
Bid Administration & Document Management
  • Set up each project in iSqFt — upload plans, specifications, and all associated bid documents for wastewater treatment plant and pump station projects; maintain the planholder list throughout the bid period
  • Upload all addenda to iSqFt immediately upon receipt and distribute to estimators, subcontractors, and all relevant stakeholders with clear documentation of what changed
  • Populate all required public bid forms — unit price schedules, subcontractor listings, contractor certifications, non-collusion affidavits, and any agency-specific documents
  • Order bid bonds through the company's surety agent; verify the bond form, penal sum, and all conditions match the project's exact requirements
  • Obtain pricing for permits, contractor's license fees, and applicable sales tax for use in the estimate
  • Review the complete bid package prior to submission for accuracy and compliance; confirm every required document is present, properly signed, and in the correct format
  • Coordinate bid submission — electronic portal, bid runner, or public bid opening — and coordinate scheduling of bid runners and attendees as needed
  • Distribute bid results to the estimating team and management following public openings

Subcontractor & Vendor Communication
  • Conduct proactive phone solicitation and follow-up to confirm subcontractor and supplier coverage as directed for each active bid 6
  • Distribute bid packages and scope documents to subcontractors via iSqFt and direct outreach; provide any documentation needed to help vendors prepare accurate quotes
  • Track the status of all vendor and subcontractor quotes in real time; flag coverage gaps and unresponsive bidders to the estimating team well ahead of the bid deadline
  • Interface directly with vendors throughout the bid period to answer document questions, provide addenda, and keep quotes on schedule
  • Maintain the subcontractor and vendor database — current contact information, trade categories, bonding capacity, DBE/MBE/SBE certifications, and prequalification status

Pre-Bid & Meeting Coordination
  • Schedule pre-bid meetings and mandatory site visits; confirm attendance of required company personnel and communicate all logistics
  • Schedule bid runners for bid delivery and public bid opening attendance
  • Coordinate distribution of meeting notes, RFI responses, and owner-issued clarifications to all relevant parties

Estimating Support
  • Data entry for bid quantities and supporting data; support the estimating team with accurate, organized cost input
  • Takes direction from the estimating team in support and coordination of estimating activities
  • Assist with tracking vendors for outstanding quotes; follow up directly and furnish any additional bid documentation needed to move quotes forward
  • Assist with review of plans and specifications to identify scope items, long-lead materials, or items requiring additional clarification before bid close
 
Qualifications
 
  • 2–5 years in administration, project coordination, or estimating support preferred
  • High degree of detail orientation
  • Demonstrated history of administrative precision
  • 5+ years working with computers, navigating software, and using email systems
  • Strong Microsoft Office skills
  • Ability to learn new systems and software
  • Excellent verbal and written communication skills
  • Strict deadline discipline, meaningful sense of urgency
  • The ability to manage multiple tasks or projects simultaneously
  • Self-directed work style; able to identify what needs to happen and make it happen without being managed step by step
  • A high personal standard for the quality of work that goes out under the company's name

Benefits
  • Full-Time Position
  • Competitive Salary
  • Following 58 days of full-time employment, you may be eligible for benefits including Medical, Dental, Vision
  • Following 90 days of full-time employment, employees are eligible for 401(k)
  • After 6 months+ of continuous employment, paid vacation is offered
  • Paid holidays and personal/sick leave
Haren Construction is an Equal Opportunity Employer (EEO). As such, Haren Construction provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics.

Prioritizing Safety
Our employees are our greatest resource, and Haren Construction is fully committed to their safety. With our safety program and full-time safety manager, we work hard to provide every employee with safe working conditions.

Haren Construction Company, Inc. is a drug-free workplace, so all potential new hires must submit to a pre-employment drug screen.

We utilize the E-Verify program to electronically verify the employment eligibility of potential employees.
 
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