Estimating Admin

Southland Holdings•Grapevine, TX

22h•Onsite

About The Position

Southland Holdings is seeking a skilled Estimating Admin to join our team in Grapevine, TX (Headquarters). For more than 100 years, hard-working, honest, innovative people have been building what has become SOUTHLAND HOLDINGS. We combine the strengths of FIVE construction companies who share a dedication to building critical infrastructure projects that improve the environment and lives of those around us. We offer full-time employee benefits – Southland Holdings is an EEO employer - M/F/D/V

Responsibilities

Review the solicitation (IFB/ITB/RFP) and create a bid plan and schedule
Assist with bid/no-bid discussions and capture strategy
Review bid documents such as plans/specs, addenda, and contract requirements
Track all bid documents, revisions, and addenda acknowledgements
Confirm licensing, insurance, bonding, and certifications
Verify federal/state requirements (bonding, SAM, FAR/DFARS if applicable)
Maintain the bid schedule, fill out bid forms, and the compliance checklist
Ensure correct versions of bid documents are used across the team
Request Bid Bond
Setup project folders: hard copy and electronic copy (server)
Print bid documents: plans, specifications, Geotech reports, addenda
Build and manage subcontractor/vendor outreach lists
Issue Invitation to bid to vendors and subcontractors
Coordinate site walks / pre-bid meetings
Collect quotes, verify scope coverage, and level quotes
Conduct MWBE/SBE/DBE participation outreach
Ensure MWBE/SBE/DBE participation documentation is met (if required)
Place MWBE/SBE/DBE ads (if required)
Coordinate small business participation plans or subcontracting plans
Assist with estimating assignments and internal takeoff responsibilities
Assist with buyout strategy and value engineering options
Confirm bid package meets all required forms and instructions
Assist with bid meetings and weekly/daily bid check-ins
Ensure estimators, operations, legal, and executives are aligned
Manage deadlines for quotes, internal reviews, bid submission
Coordinate final bid review meetings
Assist in identifying contract risk items (LDs, insurance, warranties, spec conflicts)
Coordinate RFIs/questions during bid phase
Track assumptions and exclusions for the final bid record
Assemble final bid/proposal package and verify completeness
Confirm all pricing aligns across forms (base bid, alternates, unit prices)
Submit through the correct portal (Bonfire, Civcast, AASHTOWare, etc.) or hard copy
Ensure confirmation receipts and time-stamped submission records are saved
Support post-bid clarifications and award negotiations (if any)
Participate in bid handoff package for operations (scope, assumptions, buyout plan)
Maintain bid results log and hit rate
Constantly improve bid procedures to reduce risk and missed items