Bid Coordinator

Gibson Electrical•Columbus, OH

3d•Onsite

About The Position

Gibson Electrical LLC is seeking an organized, detail-oriented Bid Coordinator to support our estimating and preconstruction activities. The Bid Coordinator serves as the administrative hub of the estimating department. This position is responsible for organizing bid opportunities, managing project documents, tracking deadlines and addenda, coordinating vendor and subcontractor outreach, and assembling proposals. By keeping bidding activities organized and moving forward, the Bid Coordinator allows our estimators to focus on reviewing project scope, completing takeoffs, developing pricing strategies, and preparing competitive estimates.

Requirements

High school diploma or equivalent required
At least two years of administrative, construction-coordination, estimating-support, or bid-coordination experience preferred
Strong organizational skills and attention to detail
Ability to manage multiple projects, priorities, and deadlines
Strong written and verbal communication skills
Professional and dependable follow-up
Effective problem-solving and time-management skills
Ability to work independently and collaborate with a team
Proficiency with Microsoft Outlook, Excel, and Word
Familiarity with Adobe Acrobat or similar PDF software
Ability to learn construction bidding platforms and electronic document-management systems

Nice To Haves

Associate degree in business, construction management, engineering technology, or a related field preferred
Previous construction, estimating-support, or project-coordination experience is preferred.
Construction industry experience preferred
Familiarity with commercial construction bidding processes is a plus
Electrical construction experience is helpful but not required

Responsibilities

Monitor incoming invitations to bid through email and construction bidding platforms.
Review, organize, and track bid opportunities from receipt through award.
Maintain bid calendars, tracking logs, and opportunity databases.
Track bid deadlines, milestones, submission instructions, and compliance requirements.
Coordinate bid reviews, bid/no-bid decisions, and strategy meetings.
Schedule pre-bid conferences, site visits, and internal estimate reviews.
Maintain accurate records of bid opportunities, results, and award notifications.
Create and maintain electronic bid folders using company standards.
Download and organize drawings, specifications, addenda, reports, and other project documents.
Distribute bid documents to estimators and other team members.
Maintain revision histories and addendum logs.
Confirm that estimators, vendors, and subcontractors are working from current documents.
Archive completed bids, proposals, and historical project records.
Maintain organized project-document libraries for future reference.
Identify vendors and suppliers applicable to each project.
Distribute plans, specifications, scope information, and addenda.
Request and track pricing for materials and equipment, including: Distribution equipment and switchgear, Panelboards, Lighting systems, Generator systems, Fire alarm and low-voltage systems, Underground materials, Specialty electrical equipment.
Follow up on outstanding quotations.
Confirm that vendors receive all revisions and addenda.
Organize vendor quotations for estimator review.
Maintain accurate supplier databases and contact information.
Identify and solicit qualified subcontractors for bid opportunities.
Distribute project documents and scope information for pricing.
Coordinate subcontractor site visits when required.
Follow up on outstanding proposals and track participation.
Organize subcontractor quotations, qualifications, and exclusions for estimator review.
Maintain subcontractor databases and contact information.
Develop professional relationships with qualified subcontractors. Subcontractors may include excavation, concrete, directional boring, concrete cutting, traffic control, testing, commissioning, and specialty-system contractors.
Monitor bid websites and document repositories for project updates.
Download and distribute addenda promptly.
Maintain accurate addendum and revision logs.
Confirm that estimating personnel, vendors, and subcontractors receive updated documents.
Track required addendum acknowledgments.
Ensure project files contain the most current information.
Gather project information requested by estimators.
Assist with specification searches and document research.
Obtain prevailing-wage documents when applicable.
Support permit, code, and jurisdiction research.
Coordinate bid-related correspondence and communications.
Assist with estimating reports, workload planning, and bid scheduling.
Help reduce the estimating team's administrative workload.
Prepare and assemble professional proposal packages.
Complete and organize bid forms, certifications, and supporting documents.
Maintain standardized proposal, qualification, exclusion, and bid-form templates.
Review bid packages for required documents and submission instructions.
Coordinate electronic submissions and sealed-bid deliveries.
Confirm successful receipt of submitted bids.
Archive final proposals and supporting documentation.
Maintain vendor, supplier, and subcontractor databases.
Track bid submissions, results, awards, and departmental metrics.
Prepare bid-tracking and estimating-support reports.
Maintain accurate proposal templates and standardized forms.
Support estimating process improvements and document-control standards.