Bid Coordinator

Lewis & Tibbitts, Inc. is seeking an organized and proactive Bid Coordinator to support our Preconstruction and Estimating Department. The Bid Coordinator will manage incoming bid opportunities, maintain the company bid schedule, organize project documents, coordinate subcontractor and supplier outreach, and help ensure that estimates are completed and submitted accurately and on time. This position is ideal for someone who is highly organized, comfortable managing multiple deadlines, and interested in developing a career in heavy civil construction and preconstruction.

• Monitor incoming bid invitations through email, Building Connected, agency websites, and client portals.
• Enter new opportunities into the company’s Smartsheet Bid Log.
• Maintain accurate bid dates, RFI deadlines, pre-bid meetings, addenda, project contacts, and submission requirements.
• Download and organize plans, specifications, geotechnical reports, addenda, bid forms, and client correspondence.
• Create and maintain estimating folders according to company standards.
• Preserve original client emails and downloaded bid documents in the appropriate project folders.
• Assist the Chief Estimator with reviewing and prioritizing potential opportunities.
• Send invitations to subcontractors, suppliers, trucking companies, and material vendors.
• Track subcontractor and supplier participation and follow up on outstanding quotes.
• Maintain bidder lists, client contacts, subcontractor databases, and supplier information.
• Track RFIs, addenda acknowledgments, bid bonds, prequalification requirements, labor compliance requirements, and bid forms.
• Prepare bid-day checklists and confirm that required documents are complete before submission.
• Assist with electronic bid submissions as directed by the Chief Estimator.
• Record post-bid results, follow-up conversations, award status, and client feedback.
• Maintain accurate estimating dashboard and forecasting information.
• Assist with general administrative duties within the Preconstruction Department.

• Strong organizational and time-management skills.
• Ability to manage multiple projects and deadlines simultaneously.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Outlook, Excel, Word, and PDF documents.
• Attention to detail when reviewing bid instructions and submission requirements.
• Ability to communicate professionally with general contractors, owners, subcontractors, and suppliers.
• Ability to work independently while following established estimating procedures.
• Experience (2 years+) in construction, estimating, document control, project coordination, or administrative support is preferred.

• Experience with heavy civil construction, underground utilities, earthwork, concrete, or asphalt paving.
• Experience with Building Connected, Smartsheet, Bluebeam, HCSS Heavy Bid, or similar construction software.
• Familiarity with public works bidding, prevailing wage, bid bonds, subcontractor outreach, and compliance documentation.
• Basic ability to review construction plans and specifications.

• Keep the bid schedule current and accurate.
• Establish complete project folders shortly after an opportunity is received.
• Ensure that estimators receive all available bid documents and addenda.
• Maintain clear records of follow-ups, quotes, RFIs, and bid results.
• Reduce administrative work currently being handled by estimators.
• Help prevent missed deadlines, incomplete submissions, and document-control errors.

• $80, USD / year

The Bid Coordinator will report directly to the Chief Estimator and will support the estimating and takeoff team. This position does not have authority to approve final pricing, production assumptions, project pursuit decisions, or bid submissions without approval from the Chief Estimator.