Bid Coordinator

Bid Coordinator – Electrical Construction

Department: Sales
Reports to: Estimator
Location: Columbus, Ohio
Company: Gibson Electrical LLC

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.

The ideal candidate is an administrative and detail-oriented professional who can manage bid organization, invitations, addenda distribution, construction plans, vendor outreach, and proposal assembly.

Electrical experience is not required. Previous construction, estimating-support, or project-coordination experience is preferred.

• 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 switch gear

  • Panel boards

  • 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…