Bid Coordinator

CROM LLC; Gainesville (FL); On-site; USD 55,000 - 75,000; Full time

Job summary

CROM, LLC in Gainesville, FL seeks a Bid Coordinator to prepare, review, and submit bid and prequalification packages. You will collaborate with Business Development, Estimating, Risk and Administration to manage schedules and ensure on-time delivery.

Responsibilities include analyzing RFQ/RFP documents, coordinating submittals, and maintaining databases and calendars to track milestones. Occasional travel may be required; extended hours during deadlines are possible.

Qualifications

• Energetic self-starter with fast-paced, team-focused work style.
• Extremely organized with strong attention to detail.
• Strong communication and collaboration with team members.
• Proven accountability to meet deadlines.

Responsibilities

• Analyze bid documents (RFQ, RFI, RFP) and identify mandatory requirements and compliance items.
• Coordinate bid submittals to align with client objectives and bid strategy.
• Perform quality assurance of proposal packages for completeness and formatting.
• Assist with post-bid activities including bid tabulations and award documentation.
• Maintain bid calendar, track milestones, and communicate deadlines to departments.
• Support estimating with RFIs, good faith efforts, and risk reviews.
• Coordinate prequalification packages and maintain qualification documents.
• Manage electronic procurement portals and submit bids through client systems.
• Collaborate across departments to compile bid submittal content.
• Develop and maintain bid/proposal files and tools.
• Suggest process improvements to increase efficiency.

Skills

Self-starter

Organized

Detail-oriented

Deadline-driven

Communication skills

Job description

Job Purpose: The Bid Coordinator is responsible for the preparation, review and submission of CROM’s bid and prequalification packages. This position collaborates with Business Development, Estimating, Risk and Administration to oversee proposal schedules to ensure on time delivery, maintain standardized bidding processes, and keep internal databases.

Essential Duties & Responsibilities:

• Analyze and interpret bid documents and requirements (RFQ, RFI, RFP). Review solicitation documents to identify mandatory submission requirements, licensing requirements, insurance requirements, bonding requirements, certifications, and other compliance items.
• Coordinate bid submittal requirements to ensure compliance with the client’s objectives and requirements while ensuring consistency with bid strategy and approach.
• Perform quality assurance review of proposal packages to verify completeness, accuracy, formatting, and compliance prior to submission.
• Assist with post-bid activities including bid tabulations and award documentation.
• Maintain the company bid calendar, monitor upcoming opportunities, and communicate critical milestones and deadlines to other departments.
• Maintain opportunity tracking and reporting spreadsheet.
• Support the estimating team with RFIs, good faith efforts, and risk reviews.
• Coordinate contractor prequalification packages and maintain current qualification documents for public and private owners.
• Manage electronic procurement portals, including registration, downloading documents, monitoring addenda, uploading proposal documents, and submitting bids through client procurement systems.
• Collaborate with other departments within CROM to compile bid submittal content.
• Develop and maintain bid/proposal files, department resources and proposals tools.
• Comply with department, team and project processes and identify innovative ways for improving efficiency of the process.
• Find, organize, and assist with tracking bid documents released on public websites. Track, distribute, and verify receipt of all addenda to ensure proposals incorporate the latest project requirements.

Essential Requirements:

• Be an energetic self-starter who enjoys working in a fast-paced, team environment.
• Have a positive attitude and professional demeanor.
• Extremely organized and detail and task oriented.
• Has strong personal accountability and commitment to meeting deadlines.
• Highly effective at communicating and collaborating with team members.
• Prepare standard proposals with limited supervision.

Minimum Qualifications:

• Prior exposure to construction management practices.
• Prior exposure to proposal methods and tools.

Working Conditions:

• Primarily office with heavy interactions across all departments including shop and field.
• Occasional travel will be required.
• Extended hours will be required as necessary to meet deadlines.

EEO Statement:

CROM, LLC is an equal employment opportunity employer who may provide reasonable accommodation to enable individuals with disabilities to perform the essential functions of the job. EEO/VETS/DISABILITY