Bid Coordinator

TSS Civil, LLC; Orlando (FL); On-site; USD 42,000 - 68,000; Full time

Job summary

TSS Civil, LLC in Orlando, FL is seeking a detail-driven Bid Coordinator to keep the bidding process organized and on schedule. You will support the estimating team by managing bid invitations, documents, and subcontractor coordination.

Responsibilities include maintaining the bid calendar, distributing plans to vendors, collecting quotes before deadlines, and preparing proposal materials for general contractors and developers. Strong Excel and communication skills are essential.

Qualifications

• High school diploma or equivalent required; associate's or bachelor's degree preferred.
• Experience in construction estimating, bid coordination, or project coordination preferred.
• Civil/sitework construction experience is preferred but not required.
• Strong organizational and time-management skills; ability to manage multiple bids and deadlines.

Responsibilities

• Monitor bid invitations, plan rooms, builder/GC portals, and other sources for new project opportunities.
• Review incoming bid invitations and organize project information for the estimating team.
• Download, organize, and maintain plans, specifications, geotechnical reports, addenda, bid forms, and other contract documents.
• Maintain the bid calendar and track bid dates, deadlines, pre-bid meetings, RFIs, addenda, and proposal requirements.
• Assist estimators with subcontractor and supplier solicitation.
• Distribute plans, specifications, and scope information to subcontractors and vendors for pricing.
• Follow up with subcontractors and suppliers to ensure quotes are received before bid deadlines.
• Maintain historical subcontractor and supplier pricing information for future estimating purposes.
• Organize subcontractor and supplier pricing for efficient bid comparisons.
• Review bid requirements and prepare required proposal documentation.
• Assist with completing bid forms, qualification packages, and related documentation.
• Coordinate required bid bonds, insurance information, licenses, and references.
• Track and distribute addenda and revised drawings to the estimating team and subcontractors/vendors.
• Assist with preparation and submission of proposals to general contractors, developers, municipalities, and other clients.
• Verify that proposals and required documents are submitted by deadlines.
• Maintain organized electronic files for active, submitted, awarded, and unsuccessful bids.
• Track bid results and maintain records of awarded, lost, and pending opportunities.
• Assist with follow-up on submitted proposals and outstanding bid results.
• Coordinate with estimating, operations, accounting, and management as necessary.

Skills

Organizational skills

Time management

Communication

Bid coordination

Vendor follow-up

Education

High school diploma

Associates or Bachelor’s preferred

Tools

Microsoft Excel

Microsoft Outlook

Microsoft Word

PDF/document management

Job description

Key Responsibilities

• Monitor bid invitations, plan rooms, builder/GC portals, and other sources for new project opportunities.
• Review incoming bid invitations and organize project information for the estimating team.
• Download, organize, and maintain plans, specifications, geotechnical reports, addenda, bid forms, and other contract documents.
• Maintain the company's bid calendar and track bid dates, deadlines, pre-bid meetings, RFIs, addenda, and proposal requirements.
• Assist estimators with subcontractor and supplier solicitation.
• Distribute plans, specifications, and scope information to subcontractors and vendors for pricing.
• Follow up with subcontractors and suppliers to ensure quotes are received before bid deadlines.
• Maintain and continuously update the company's subcontractor and vendor database.
• Organize subcontractor and supplier pricing so estimators can efficiently compare and incorporate quotes into bids.
• Maintain historical subcontractor and supplier pricing information for future estimating purposes.
• Review bid requirements and prepare required proposal documentation.
• Assist with completing bid forms, qualification packages, subcontractor questionnaires, and related documentation.
• Coordinate required bid bonds, insurance information, licenses, references, and other supporting documents when applicable.
• Track and distribute addenda and revised drawings to the estimating team and applicable subcontractors/vendors.
• Assist with preparation and submission of proposals to general contractors, developers, municipalities, and other clients.
• Verify that proposals and required documents are submitted by the applicable deadlines.
• Maintain organized electronic files for active, submitted, awarded, and unsuccessful bids.
• Track bid results and maintain records of awarded, lost, and pending opportunities.
• Assist with follow-up on submitted proposals and outstanding bid results.
• Coordinate with estimating, operations, accounting, and management as necessary throughout the bidding process.
• Perform other estimating and administrative duties as assigned.

Qualifications

• High school diploma or equivalent required; associate's or bachelor's degree in Construction Management, Business Administration, or a related field preferred.
• Previous experience in construction, estimating, bid coordination, project coordination, or a similar administrative role preferred.
• Civil/sitework construction experience is preferred but not required.
• Strong organizational and time-management skills.
• Ability to manage multiple bids and deadlines simultaneously.
• Strong attention to detail and ability to identify missing or incomplete information.
• Professional written and verbal communication skills.
• Comfortable communicating with subcontractors, suppliers, general contractors, developers, and internal team members.
• Proficiency with Microsoft Excel, Outlook, Word, and PDF/document-management software.
• Ability to learn construction estimating and project-management platforms.
• Basic understanding of construction plans, specifications, scopes of work, and bid documents is preferred.

Preferred Experience

Experience with any of the following is a plus:

• Site development and civil construction
• Earthwork and grading
• Underground utilities
• Storm drainage
• Water and sanitary sewer
• Roadwork and paving
• Concrete
• Erosion control
• Subcontractor and supplier solicitation
• Construction estimating software
• Online bidding and plan-room platforms

Skills & Characteristics

The ideal candidate is:

• Highly organized and dependable
• Detail-oriented
• Comfortable working under bid deadlines
• Proactive about following up with vendors and subcontractors
• Able to prioritize multiple projects simultaneously
• A strong communicator
• Comfortable working independently while supporting a team
• Willing to learn the technical aspects of civil construction
• Focused on accuracy, responsiveness, and follow-through

Position Objective

The Bid Coordinator's primary objective is to keep TSS Civil's bidding process organized, efficient, and on schedule. By managing bid documentation, subcontractor and supplier coordination, pricing information, and proposal requirements, the Bid Coordinator enables the estimating team to spend more time analyzing projects and developing competitive estimates.