Bid Clerk

Lemartec•Miami, FL

2d•Onsite

About The Position

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.

Requirements

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

Nice To Haves

AA or AS degree in a Business-related course of work is preferred
Three (3) years working in a construction/engineering/architecture-related field with emphasis on cost (desirable).

Responsibilities

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.
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.
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.
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.
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.

Benefits

Compensation 20 - 23 / Per hour, commensurate with experience
Competitive pay with ongoing performance review and merit increase
401(k) with company match & Employee Stock Purchase Plan (ESPP)
Flexible spending account (Healthcare & Dependent care)
Medical, Dental, and Vision insurance (plan choice) - coverage for spouse, domestic partner, and children
Diabetes Management, Telehealth Coverage, Prescription Drug Plan, Pet Insurance
Paid Time Off, Paid Holidays, Bereavement Leave
Military Leave, including Differential Pay and Benefits Continuation
Employee Assistance Program
Short and long-term disability, life insurance, and accidental death & dismemberment
Voluntary life insurance, accident, critical illness, and hospital indemnity coverage
Emergency Travel Assistance Program
Group legal plan