Bid Coordinator

Level 3 Construction is a growing Southern California General Contractor specializing in hospitality, multifamily, affordable housing, student housing, senior living, and mixed-use construction projects throughout California.

The Bid Coordinator is responsible for organizing, administering, and supporting the bidding process for Level 3 Construction’s Preconstruction Department.

This position helps ensure that every pursuit is properly set up, subcontractors receive complete and accurate bid information, bid coverage is actively monitored, addenda and clarifications are distributed, proposals are professionally assembled, and all bid-related information is accurately maintained.

The Bid Coordinator works closely with the Director of Preconstruction, Preconstruction Manager, estimators, business development team, project executives, and subcontractor community.

This role is ideal for someone who is highly organized, detail-oriented, technologically capable, persistent with follow-up, and comfortable managing multiple deadlines in a fast-paced construction environment.

Projects typically range from $5 million to $25 million and include hospitality renovations, multifamily, affordable housing, mixed‑use, and ground‑up commercial developments.

• Set up and maintain projects in estimating and bid management systems.
• Organize drawings, specifications, addenda, and bid documents.
• Maintain the active bid board and project schedules.
• Track bid milestones, deadlines, and deliverables.

• Develop and manage bidder lists.
• Issue invitations to bid through Building Connected or similar platforms.
• Follow up with subcontractors to confirm participation.
• Monitor trade coverage and identify gaps.
• Maintain subcontractor database and contact information.

• Distribute addenda, RFIs, clarifications, and updated bid documents.
• Maintain revision logs and ensure teams are using current documents.
• Organize project files for future reference.

• Prepare proposal packages and submission documents.
• Verify all required forms and supporting documentation are complete.
• Coordinate electronic and hard‑copy submissions.
• Support bid‑day activities, proposal organization, and subcontractor follow‑up.

• Assist with project turnover to Operations after award.
• Maintain historical bid records and CRM data.
• Support continuous improvement of preconstruction processes, templates, and technology.

• Keep the bid board complete, accurate, and current.
• Set up new pursuits promptly and correctly.
• Issue complete and professional invitations to bid.
• Maintain strong subcontractor coverage across all required trades.
• Identify bid‑coverage gaps early and elevate them appropriately.
• Follow up persistently without requiring repeated direction.
• Distribute addenda, clarifications, and document revisions promptly.
• Prevent subcontractors and estimators from working from outdated information.
• Maintain organized and complete bid files.
• Ensure proposal requirements and submission deadlines are not missed.
• Produce professional, accurate, and complete proposal packages.
• Communicate clearly with subcontractors, estimators, clients, and internal team members.
• Stay calm, focused, and accurate during bid‑day deadlines.
• Support clean and complete project turnover after award.
• Improve the systems and processes used by the Preconstruction Department.
• Take ownership rather than making excuses.

• Accuracy and timeliness of bid setup.
• Accuracy of the active bid board.
• Subcontractor participation and trade coverage.
• Completion of subcontractor follow‑up.
• Timely distribution of addenda and clarifications.
• Accuracy and organization of bid documents.
• Proposal completeness and professionalism.
• Percentage of submissions completed on time.
• Accuracy of CRM and bid‑status information.
• Quality and completeness of awarded‑project turnover packages.
• Responsiveness to estimators and department leadership.
• Contribution to process improvement and department efficiency.

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