Bid Coordinator

COMPLETE FENCE • Batavia, IL

4d • $50,000 - $65,000 • Onsite

About The Position

The Bid Coordinator is responsible for managing the intake, organization, and flow of all incoming bid opportunities to ensure the sales and preconstruction teams operate efficiently and effectively. This role requires a highly detail-oriented and process-driven individual who ensures that all Invitations to Bid (ITBs), addendums, and project information are accurately captured, distributed, and tracked. The primary objective is to create clarity, maintain system integrity, and ensure that all bid opportunities are properly assigned, organized, and executed without delays or missed information.

Requirements

• Strong organizational and administrative skills
• High attention to detail and accuracy
• Experience with CRM/project management systems (Monday preferred)
• Ability to manage multiple deadlines and priorities simultaneously
• Strong communication and follow-up skills
• Capable of working with minimal supervision
• Ability to learn and navigate GC portals and bid platforms

Responsibilities

• Manage all incoming Invitations to Bid (ITBs), addendums, and plan revisions
• Review and distribute incoming bid information appropriately
• Enter all opportunities into company systems (Monday) with accurate data
• Communicate with General Contractors regarding: Bid invitations, Information requests, Access credentials and bid platform issues
• Create and maintain all General Contractor and contact records
• Ensure all project data is accurate, complete, and up to date
• Track and align addendum dates across all bidders and projects
• Identify and update revised due dates as new information becomes available
• Create and route Preconstruction forms for all new or non-standard opportunities
• Assign takeoff tasks to estimating (DC) with complete and accurate information
• Ensure all relevant documentation, notes, and deadlines are clearly communicated
• Assign sales representatives to opportunities when not pre-assigned
• Act as the primary point of contact for questions during the takeoff phase
• Ensure clarity of scope and expectations between sales and preconstruction
• Support Preconstruction, Sales, and team members with system navigation and process questions
• Assist new sales representatives in understanding: Monday workflows, GC portals and bid platforms, Preconstruction processes and communication flow
• Help remove roadblocks and ensure smooth workflow across teams
• Request COI requirements from General Contractors upon project advancement
• Coordinate with insurance providers to obtain required certificates
• Upload and maintain COI documentation within company systems (Monday/SharePoint)
• Distribute COIs to General Contractors as required

Benefits

• Stable, collaborative corporate career path within a supportive, team-oriented environment that actively values grit and authenticity.
• True professional flexibility and autonomy, allowing you to execute high-impact work while managing your project workflows independently.
• Hands-on training and professional development directly alongside experienced department leadership and operations executives.
• Massive growth opportunity to scale your career, optimize department workflows, or step into expanded operational leadership roles as our company continues to double in size.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED