Bid Coordinator

EMCOR Construction Services; New York (NY); On-site; USD 65,000 - 85,000; Full time

Benefits offered by this job

Local Union #3 benefits

Job summary

Welsbach Electric, a leading New York electrical contractor, seeks a meticulous Bid Coordinator to streamline estimating. You will set up each job, manage bid calendars, and chase documents to ensure accuracy before bids go out.

Responsibilities include handling contract docs, bid bonds, and prequalification packages, plus coordinating amendments and pricing with estimators. Strong Excel/Outlook skills and Accubid experience are desired.

Qualifications

• 2+ years in a construction, estimating, or office coordination role (electrical/construction).
• Strong organization skills with the ability to juggle several bids at once.
• Experience with Excel, Outlook, and document/file management (Dropbox, network folders).
• Familiarity with bid portals, bonds, or prequal paperwork is a plus - training provided.

Responsibilities

• Set up new estimates in tracking sheets and bid calendar; assign numbers and keep dates current.
• Order and organize contract docs, drawings, and specs; set up bid books.
• Manage GC quote logs and invitations; follow up on bidders.
• Handle pre-qualification packets, bid bond requests, and insurance review paperwork.
• Distribute amendments; keep Dropbox and bid books up to date.
• Update tracking sheets with final numbers after bid submission.
• Maintain weekly bid list and process payroll for estimating/engineering.
• Route amendments and invitations to the right people; build prequalification packages.
• Keep website accounts, contact lists, and estimating records organized.
• Assist with takeoffs when needed.

Skills

Organization

Excel

Outlook

Document management

Bid portals

Accubid

Tools

Accubid estimating software

Job description

We are one of the largest commercial electrical contractors in New York City, offering design-build solutions for government agencies, utilities, and private enterprises. We specialize in outdoor electrical construction and maintenance solutions, ranging from intelligent transportation systems (ITS) to fiber optic networks to power systems and more.

Job Summary

Welsbach Electric is looking for an organized, detail-minded Bid Coordinator to keep our estimating group running smoothly. You’ll be the backbone of the bid process - setting up each job, keeping our tracking and calendars current, chasing down documents and amendments, and making sure nothing slips through the cracks before a bid goes out. This is a busy role with a steady flow of bids each week, so good follow-through matters.

Essential Duties & Responsibilities

What You’ll Do (Per Bid)

• Set up new estimates in our tracking sheets and bid calendar; assign estimate numbers and keep dates current
• Order and organize contract documents, drawings, and specs (set up network folders and bid books)
• Manage GC quote logs and invitations, and follow up with GCs to confirm who’s bidding
• Handle pre-qualification packages, bid bond requests, and insurance review paperwork
• Download and distribute amendments as they’re issued; keep Dropbox and bid books up to date
• Check plan holder lists weekly and help finalize bid documents and online pricing entries with the estimators
• Update tracking sheets with final numbers once a bid is submitted

What You’ll Do (Ongoing)

• Maintain and submit the weekly bid list
• Process estimating and engineering payroll weekly
• Manage the Welsbach bids inbox - route amendments, and invitations to the right people
• Build prequalification packages and submit requests for bids
• Keep website accounts, contact lists, and the estimating records room in order
• Help with takeoffs when needed

Qualifications

What We’re Looking For

• 2+ years in a construction, estimating, or office coordination role (electrical/construction )
• Strong organization skills and the ability to juggle several bids at once
• Comfortable with Excel, Outlook, and document/file management (Dropbox, network folders)
• Clear communicator who follows through and meets deadlines
• Familiarity with bid portals, bonds, or prequal paperwork is a plus - we’ll train the right person
• Experience with Accubid estimating software is a plus

Preferred Qualifications

• Experience with biding systems or public agency bids (DOT, DEP, MTA)
• Knowledge of bond system and FOIL requests
• Hands-on experience with Accubid (Anywhere or Pro)
• Familiarity with electrical core & shell and private (privatized) work across NYC, Northern NJ, and Long Island

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to do the essential functions. While performing the duties of this job, the employee is regularly required to sit, see, talk, and hear. The employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls. The employee is regularly required to walk, reach with hands and arms, climb or balance, stoop, kneel, crouch, or crawl. The employee may occasionally lift and/or move up to twenty-five (25) pounds. Specific vision abilities required by the job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee should expect to sit for long periods in front of a computer.

Benefits

• Local Union #3 benefits

Equal Opportunity Employer

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled

Affirmative Action Policy

Please review our Affiant... .

Geographic Disclosure

Welsbach is always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled

Compensation Range: $65k - $85k