Bid and Proposal Coordinator

Ready Power USA; New Orleans (LA); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Health insurance

Paid time off and paid holidays

Paid training on federal contracting

Job summary

Ready Power USA in New Orleans, LA is seeking an organized Bid Coordinator to join our Estimating Department. You will assemble, package, and submit bids, chase bonds and certifications, and build narratives, schedules, and forms for solicitations.

The role emphasizes bid assembly and submission, document production, and coordination with licensing, notary services, and awarded-handoff tasks, with on-site work at our Calliope Street office.

Qualifications

• 2+ years of administrative, coordination, or document-control experience with strict deadlines.
• Strong written communication and the ability to draft and edit narratives.
• Proficiency with Word, Excel, and Adobe Acrobat; comfortable with PDF manipulation.

Responsibilities

• Assemble, package, and submit bids; track due dates and attachments.
• Coordinate bonds, certifications, notary services, and licensing.
• Build narratives, schedules, and submission forms for solicitations.
• Maintain bid calendars, addenda, and post-bid follow-up with owners.
• Support turnover and project-hand-off documentation when awarded.

Skills

Attention to detail

Bid coordination

Deadline-driven

Written communication

MS Word & Excel

Adobe Acrobat

On-site availability

Tools

Microsoft Project

Primavera P6

Job description

About Ready Power

Ready Power is a New Orleans-based specialty contractor installing standby generator systems and related electrical and mechanical infrastructure for federal, state, municipal, and private clients. Our Government & Mission Critical division keeps fire stations, water and wastewater plants, hospitals, and emergency operations centers running when the grid doesn't. We are a small, fast-moving company where the person in this seat has real ownership of whether a bid goes out - and goes out right.

The Role

The Estimating Department lives and dies by deadlines. A public bid due at 2:00 PM is due at 2:00 PM - a missing signature page, an unsigned bond, or a FedEx label printed an hour late means the bid is rejected no matter how good the number is. This position is the person who makes sure that never happens.

You will assemble, package, and submit bids; chase down the bonds, certifications, and notarizations each solicitation requires; and build the narratives, schedules, and forms that go with them. Roughly 65% of the job is bid assembly, submission and follow-up, 30% is document production, and 5% is supporting other departments with notary coordination and contractor licensing.

What You'll Do

Bid Assembly & Submission

• Read solicitations, invitations to bid, and RFPs; build a checklist of every required form, certification, and attachment, with due dates
• Assemble complete bid packages - pricing forms, bid forms, affidavits, certifications, licenses, insurance, references
• Complete extensive government and owner-supplied forms accurately and consistently
• Submit bids through online portals and by hard copy
• Prepare FedEx labels and packages, coordinate pickup, and confirm delivery ahead of the bid deadline
• Track bid calendars, addenda, pre-bid meetings, RFI deadlines, and bid results
• Coordinate site visits with employees and/or vendors

Bonds, Notarization & Certifications

• Request bid bonds, payment and performance bonds, and consents of surety from our surety agent; track them to receipt before deadline
• Coordinate notarization of bid documents, affidavits, and contract documents with outside notaries - scheduling, routing, and confirming execution
• Gather and maintain current insurance certificates, W-9s, certifications, and compliance documentation

Document Production

• Build submission documents: technical narratives, project approach write-ups, schedules, org charts, past-performance and project reference sheets, résumés, and safety documentation
• Format documents to brand standards and to each solicitation's page, font, and formatting requirements
• Maintain a library of reusable boilerplate, certifications, and past-performance content so the next bid starts at 80% instead of zero

Post-Bid Follow-Up & Award Handoff

• Follow up after each bid to determine how we performed - obtain bid tabulations, apparent-low results, and award notices from owners and agencies
• Submit public records requests to obtain competitor pricing, scoring sheets, and evaluation documentation on public bids; log results so estimating can sharpen future numbers
• Maintain a bid history log tracking win/loss, spread to second bidder, and reasons for loss
• On notice of award, produce and transmit the required post-award documentation - certificates of insurance with correct additional-insured and endorsement language, payment and performance bonds, W-9s, executed contract forms, subcontractor and supplier listings, safety plans, and any owner-specific forms
• Enter awarded project information into ServiceTitan - customer and location records, job setup, contract values, billing structure, and supporting documents
• Assemble the turnover package for Project Management: executed contract, scope, approved pricing, schedule requirements, contacts, insurance and bond documents, submittal register, and any compliance obligations (Davis-Bacon, Buy American, prevailing wage, reporting) - and confirm nothing is missing before the handoff meeting

Licensing & Department Support

• Manage contractor license renewals and new license applications across multiple states and municipalities; track expiration dates and continuing-education requirements
• Maintain registrations in SAM.gov and state/local vendor and procurement systems
• Support Operations, Accounting, and Contract Administration with document execution and notary coordination

What We're Looking For

Required

• 2+ years of administrative, coordination, or document-control experience where deadlines were hard and details mattered
• Genuinely strong attention to detail - you are the kind of person who catches the box nobody initialed
• Strong Google Workspace or Microsoft Word and Excel skills; comfortable with Adobe Acrobat (combining, bookmarking, splitting, and editing PDFs)
• Clear, professional written communication; able to draft and edit narrative text, not just fill in blanks
• Ability to manage several bids at once with different deadlines and different requirements
• Comfortable working under deadline pressure without losing accuracy
• Reliable on-site attendance at our Calliope Street office

Preferred

• Experience in construction, engineering, or government contracting
• Familiarity with public bidding, federal or state and municipal solicitation processes
• Experience with bonds and surety documentation
• Familiarity with online bid portals
• Basic scheduling exposure (Microsoft Project, Primavera P6, or similar)
• Health insurance
• Paid time off and paid holidays
• Paid training on federal contracting, bidding systems, and licensing processes
• Direct exposure to federal and municipal contracting - a skill set that carries

Schedule: Monday-Friday, day shift. Occasional extended hours around major bid deadlines. Work Location: In person - New Orleans, LA 70125 Job Type: Full-time

Ready Power, LLC is an equal opportunity employer.