Senior Bid Coordinator - Energy

Alpha Inc•Maui, Hawai'i, HI

2d•Onsite

About The Position

Alpha Inc. is seeking a Senior Bid Coordinator to manage the bid process from opportunity tracking through final submission. This role is central to disciplined pursuit execution, ensuring deadlines are met, documents are accurate, and all submissions are complete and professional. The Senior Bid Coordinator will act as a key liaison between various internal and external stakeholders, including estimating, operations, leadership, subcontractors, suppliers, agencies, and clients. The position requires a proactive individual who can transform complex bid requirements into clear actions and manage last-minute pressures with calm, controlled execution. The ideal candidate is detail-oriented, reads the fine print, identifies risks early, and maintains high standards for all bid submissions.

Requirements

Minimum of 5 years of experience in bid coordination, proposal coordination, estimating administration, project administration, or a related construction support role.
Strong understanding of public and private bid processes, proposal requirements, subcontractor/supplier coordination, and construction documentation.
Experience reviewing bid documents, specifications, addenda, proposal forms, compliance requirements, and submission instructions.
Highly organized with strong attention to detail and the ability to manage multiple deadlines, priorities, and active bid pursuits at once.
Strong written and verbal communication skills with the ability to communicate clearly and professionally with internal teams, clients, subcontractors, suppliers, and agency representatives.
Proficient in Microsoft Office, especially Word, Excel, and Outlook.
Ability to work under pressure, maintain accuracy during tight deadlines, and support bid-day execution with a calm, solutions-oriented approach.
Demonstrated ability to improve processes, maintain accurate records, and support a culture of accountability and continuous improvement.
Must be authorized to work in the United States; we are unable to sponsor employment visas.
Completion of standard pre-employment screening.
Successful completion of a background check conducted after a conditional offer.
Passing a drug test.

Nice To Haves

Renewable energy, utility, or public works experience strongly preferred.
Experience with estimating, document management, procurement portal, CRM, or construction management systems preferred.
Embody Leading with Heart – You treat people with respect, communicate clearly, and bring professionalism to every interaction.
Embody Strength in Unity – You connect teams, keep information moving, and make collaboration easier for everyone around you.
Embody Alpha Mentality – You prepare hard, execute clean, own the details, and never compromise the standard.

Responsibilities

Coordinate the full bid administration process from opportunity identification through final submission, ensuring deadlines, requirements, documents, responsibilities, and deliverables are clearly tracked and completed.
Review bid advertisements, plans, specifications, addenda, proposal instructions, and agency requirements to identify critical deadlines, required forms, bonding, insurance, licensing, DBE/SBE requirements, and other compliance items.
Maintain bid calendars, pursuit trackers, planholder lists, bid logs, subcontractor outreach logs, and other estimating support tools with accuracy and urgency.
Prepare, organize, and assemble bid packages, proposal forms, certifications, qualification documents, subcontractor quotes, supplier quotes, schedules, resumes, project sheets, and supporting materials.
Support proposal writing, formatting, proofreading, editing, and quality control to ensure submissions are accurate, professional, compliant, and aligned with Alpha standards.
Coordinate bid delivery logistics, including electronic uploads, hard-copy submissions, notarizations, signatures, bonds, bid security, and final compliance checks.
Serve as a key liaison between estimating, operations, leadership, subcontractors, suppliers, clients, and agency representatives.
Coordinate subcontractor and supplier outreach, including quote solicitations, follow-ups, document distribution, addenda updates, and quote tracking.
Track, distribute, and confirm receipt of addenda, RFIs, clarifications, and other bid-related communications so every stakeholder is working from the latest information.
Support estimators and leadership by organizing bid documents, clarifying proposal requirements, preparing pre-bid summaries, and flagging potential compliance or documentation risks.
Monitor government publications, procurement portals, agency websites, client communications, and industry sources for upcoming opportunities, changes, and bid updates.
Maintain accurate records of submitted bids, bid results, subcontractor participation, client feedback, and pursuit history to support smarter future decisions.
Assist with post-bid follow-up, including bid tab review, document archiving, lessons learned, award tracking, and transition of successful bids to operations.
Improve bid coordination systems, checklists, templates, filing structures, and communication standards.
Provide guidance and support to Bid Coordinators or administrative team members as assigned, modeling accountability, organization, urgency, and professionalism.

Benefits

100% company-paid Medical/Dental/Vision (family coverage)
Paid Time Off (PTO) (vacation, personal, and sick time) that increases with tenure
Paid holidays
Weekly pay
401(k) Retirement Plan: Eligible after 1 month of service (age 18+), with a Safe Harbor match (100% on the first 3%, 50% on the next 2%) with immediate vesting.
Life & AD&D insurance (company-paid, with family coverage)
Flexible Spending Account (FSA)
Employee Assistance Program (EAP) (24/7 confidential support)
Tuition reimbursement (up to $500/year)
Company-provided equipment (role dependent)
Additional perks (Aflac supplemental coverage + employee discounts)
Employee Ambassador Program: A dedicated, real-human support resource to help you navigate life’s challenges—personal or professional—by connecting you to guidance, resources, and solutions when you need them most.