Bid Coordinator

The Bid Coordinator oversees the intake, organization, tracking, and submission of bid opportunities across AR&B’s HVAC, plumbing, and fire protection businesses.

Serving as the central point of coordination between customers, general contractors, estimators, engineering, project management, and company leadership, this role ensures bid requests are evaluated promptly, assigned appropriately, documented accurately, and submitted on time.

The Bid Coordinator does not independently estimate or price projects. The role provides the structure, communication, and accountability that allow AR&B’s estimating teams to operate effectively and maintain visibility into the company’s bidding pipeline.

Manage AR&B’s central bid-request inbox and applicable construction bidding platforms.

Receive, acknowledge, review, and log invitations to bid from general contractors, owners, developers, and other project partners.

Identify essential project information, including trade scope, location, bid date, submission requirements, site walks, schedules, and required forms.

Route opportunities to the appropriate HVAC, plumbing, or fire protection estimator and coordinate timely bid/no-bid decisions.

Maintain an accurate bid calendar and pipeline showing responsible parties, deadlines, internal reviews, addenda, submissions, awards, and losses.

Organize and distribute drawings, specifications, addenda, bid forms, schedules, and related correspondence.

Identify missing information, conflicting instructions, incomplete documents, or deadline risks and escalate issues promptly.

Coordinate pre-bid meetings, site walks, internal scope reviews, and final proposal reviews.

Communicate with customers and general contractors regarding bid acknowledgments, deadlines, portal access, submission instructions, and administrative questions.

At the estimator’s direction, distribute pricing requests to vendors and subcontractors and track outstanding responses.

Assist with the preparation and organization of bid forms, scope letters, exclusions, qualifications, alternates, and supporting documents.

Confirm all required administrative information is complete before submission, including signatures, licenses, insurance information, certifications, and attachments.

Submit completed proposals through email or designated bidding platforms and confirm successful delivery.

Maintain organized electronic records of bid documents, correspondence, pricing support, and final proposals.

Coordinate post-bid follow-up, including receipt confirmation, interviews, revisions, customer questions, and bid results.

Prepare regular pipeline reports for leadership and support reviews of upcoming opportunities, deadlines, and resource needs.

Support the handoff of awarded projects to project management by organizing the final proposal, scope documents, estimate assumptions, vendor pricing, and relevant correspondence.

Improve bid procedures, templates, checklists, file structures, and tracking systems.

Protect confidential customer information, project pricing, estimates, and company records.

Two to three years of experience in construction bid coordination, estimating support, preconstruction, project coordination, or a related construction role.

Experience with a mechanical contractor, specialty subcontractor, or commercial general contractor is strongly preferred.

Working knowledge of commercial construction processes and the relationship between estimating, engineering, procurement, project management, and field operations.

Familiarity with HVAC, plumbing, piping, or fire protection systems is desirable.

Ability to read and navigate construction drawings, specifications, addenda, bid forms, and project schedules.

Strong…