Bid Coordinator

Paycom - ATS; Batavia (IL); On-site; USD 50,000 - 65,000; Full time

Job summary

Complete Fence, Batavia, IL, is hiring a Bid Coordinator for full-time work in the commercial fencing sector. The role requires a High School education and focuses on managing ITBs, addenda, and bid data across Monday and GC portals.

You will coordinate with General Contractors, route preconstruction documents, and support Sales and Preconstruction teams to prevent delays while maintaining data integrity and timely bid execution. Salary range is $50,000–$65,000 per year.

Qualifications

• Strong organizational and administrative skills.
• High attention to detail and accuracy.
• Experience with CRM/project management systems (Monday preferred).
• Ability to manage multiple deadlines and priorities simultaneously.
• Strong communication and follow-up skills.
• Capable of working with minimal supervision.
• Ability to learn and navigate GC portals and bid platforms.

Responsibilities

• Manage all incoming Invitations to Bid (ITBs), addendums, and plan revisions.
• Review and distribute incoming bid information appropriately.
• Enter all opportunities into company systems (Monday) with accurate data.
• Communicate with General Contractors regarding bid invitations, information requests, and access credentials.
• Create and maintain General Contractor and contact records.
• Ensure project data is accurate, complete, and up to date.
• Track and align addendum dates across bidders and projects.
• Identify and update revised due dates as information becomes available.
• Create and route Preconstruction forms for new or non-standard opportunities.
• Assign takeoff tasks to estimating with complete and accurate information.
• Ensure all relevant documentation, notes, and deadlines are clearly communicated.
• Assign sales representatives to opportunities when not pre-assigned.
• Act as primary point of contact during the takeoff phase.
• Ensure clarity of scope and expectations between sales and preconstruction.
• Support Preconstruction, Sales, and team members with system navigation.
• Assist new sales representatives in understanding: Monday workflows, GC portals and bid platforms.
• Help remove roadblocks and ensure smooth workflow across teams.

Skills

Strong organizational skills

Attention to detail

CRM / project management

Deadline management

Communication & follow-up

Independent work capability

GC portals navigation

Education

High School

Job description

Job Details: Job Location: Batavia, IL 60510, Position Type: Full Time, Education Level: High School, Salary Range: $50,000.00 - $65,000.00 Salary/year, Travel Percentage: Negligible, Job Shift: Day, Job Category: Business Opportunity, Complete Fence is not your conventional construction company. We are an industry leader in commercial fencing and an ambitious, growth-oriented firm committed to taking on complex projects that others avoid. With an explosive growth rate over the last few years, we are constantly scaling our operations, modernizing our processes, and expanding our footprint.

Mission and Values

We are a people-first organization committed to creating abundant opportunities through shared victory. We expect our team members to operate with an unrelenting pursuit of excellence and undying grit, while showing up as authentic, selfless, and team-oriented individuals

Why You’ll Love Working Here

• Stable, collaborative corporate career path within a supportive, team-oriented environment that actively values grit and authenticity.
• True professional flexibility and autonomy, allowing you to execute high-impact work while managing your project workflows independently.
• Hands-on training and professional development directly alongside experienced department leadership and operations executives.
• Massive growth opportunity to scale your career, optimize department workflows, or step into expanded operational leadership roles as our company continues to double in size.

Summary of action

The Bid Coordinator is responsible for managing the intake, organization, and flow of all incoming bid opportunities to ensure the sales and preconstruction teams operate efficiently and effectively. This role requires a highly detail-oriented and process-driven individual who ensures that all Invitations to Bid (ITBs), addendums, and project information are accurately captured, distributed, and tracked. The primary objective is to create clarity, maintain system integrity, and ensure that all bid opportunities are properly assigned, organized, and executed without delays or missed information.

Essential Functions

Estimating Inbox Management

• Manage all incoming Invitations to Bid (ITBs), addendums, and plan revisions
• Review and distribute incoming bid information appropriately
• Enter all opportunities into company systems (Monday) with accurate data
• Communicate with General Contractors regarding:
• Bid invitations
• Information requests
• Access credentials and bid platform issues

System & Data Management

• Create and maintain all General Contractor and contact records
• Ensure all project data is accurate, complete, and up to date
• Track and align addendum dates across all bidders and projects
• Identify and update revised due dates as new information becomes available
• Create and route Preconstruction forms for all new or non-standard opportunities

Preconstruction Coordination

• Assign takeoff tasks to estimating (DC) with complete and accurate information
• Ensure all relevant documentation, notes, and deadlines are clearly communicated
• Assign sales representatives to opportunities when not pre-assigned
• Act as the primary point of contact for questions during the takeoff phase
• Ensure clarity of scope and expectations between sales and preconstruction

Process Support & Internal Assistance

• Support Preconstruction, Sales, and team members with system navigation and process questions
• Assist new sales representatives in understanding:
  • Monday workflows
  • GC portals and bid platforms
  • Preconstruction processes and communication flow
• Help remove roadblocks and ensure smooth workflow across teams

COI (Certificate of Insurance) Coordination

• Request COI requirements from General Contractors upon project advancement
• Coordinate with insurance providers to obtain required certificates
• Upload and maintain COI documentation within company systems (Monday/SharePoint)
• Distribute COIs to General Contractors as required

Qualifications

• Strong organizational and administrative skills
• High attention to detail and accuracy
• Experience with CRM/project management systems (Monday preferred)
• Ability to manage multiple deadlines and priorities simultaneously
• Strong communication and follow-up skills
• Capable of working with minimal supervision
• Ability to learn and navigate GC portals and bid platforms

Metrics

set yearly and individually depending on company growth goals and operational stability

• Accuracy and completeness of bid data entered
• Timeliness of bid intake and assignment
• System compliance and data integrity
• Responsiveness to internal and external requests
• Reduction of missed bids, deadlines, or incomplete information

Mission and Values

Our employees must embrace our company's core values, focus, and be mission minded toward our vision of creating abundant opportunity through shared victory. They must approach each day with an unrelenting pursuit of excellence and with undying grit. We seek to employ good folks who show their unpretentious, selfless, fun and gracious ways from their core.

EEO(Equal Employment Opportunity)/AAP(Affirmative Action Plan) Statement

Complete Fence provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. The company takes affirmative action to ensure that applicants and employees are treated during the application process and post-hiring employment without regard to any of these characteristics. Discrimination of any type is not tolerated.