Bid Coordinator

Oak Contracting, LLC; Towson (MD); On-site; USD 55,000 - 85,000; Full time

Job summary

Oak Contracting, LLC in Towson, MD seeks a Bid Coordinator for a full-time, on-site role. You will manage end-to-end bid and proposal processes, collect and review bid docs, track deadlines, ensure client and company compliance, and draft bid content with project teams.

You will organize materials, maintain bid logs, coordinate with subcontractors and vendors, support prequalification and RFQ/RFP responses, and continuously improve bid processes while handling administrative tasks to win

Qualifications

• Must manage bid preparation activities and deadlines.
• Strong written and proposal writing skills.
• Experience coordinating Subcontractor/Vendor submissions and bid responses.
• Detail-oriented with excellent organization and time management.
• Proficient in MS Office, BuildingConnected, and bidding software.
• Ability to collaborate with project teams, subs, and clients.

Responsibilities

• Coordinate end-to-end bid and proposal process.
• Collect and review bid documentation, track deadlines, ensure compliance.
• Prepare accurate bid packages, organize supporting materials, maintain bid logs/databases.
• Draft and format bid content; manage tender submissions.
• Communicate with subcontractors and vendors; assist with prequalification and RFQ/RFP responses.
• Maintain standard templates and improve bid processes; support related admin tasks.

Skills

Bid coordination

Bid writing

Subcontractor submissions

Time management

MS Office / BuildingConnected

Team collaboration

Tools

Microsoft Office Suite

BuildingConnected

Bid management tools

Job description

Company Description

Oak Contracting, LLC is a regional construction management firm specializing in new construction and renovation projects in the education and medical research sectors. The company's portfolio spans K-12 and higher education, non-profit, and commercial projects typically ranging from $5 million to $100 million. Oak Contracting is built on a client-first culture, prioritizing owners' best interests and fostering long-term industry relationships. A team of seasoned professionals, averaging 28 years of experience, consistently delivers projects on time and on budget without compromising quality or safety. This commitment has led to multiple awards and a reputation for high-quality project outcomes.

Role Description

The Bid Coordinator is a full-time, on-site role based in Towson, MD (relocating to Cockeysville, MD in a few months). This role is responsible for coordinating the end-to-end bid and proposal process, including collecting and reviewing bid documentation, tracking deadlines, and ensuring compliance with client and company requirements. The Bid Coordinator will work closely with project managers and estimators to prepare accurate bid packages, organize supporting materials, and maintain bid logs and databases. Daily tasks include drafting and formatting bid and proposal content, managing tender submissions, communicating with subcontractors and vendors, and assisting with prequalification and RFQ/RFP responses. The role also involves maintaining standard templates, improving bid processes, and supporting general administrative tasks related to business development.

Qualifications

• Ability to manage bid preparation activities, including organizing documentation and coordinating inputs for Bid Preparation and Bid Processes.


• Strong written communication skills for Bid Writing and Proposal Writing, with attention to clarity, accuracy, and consistency.


• Experience overseeing Subcontractor/Vendor Submissions, including formatting, packaging, and timely delivery of complete bid responses.


• Detail-oriented approach with strong organizational and time-management skills to handle multiple deadlines and priorities.


• Proficiency in office productivity software (e.g., Microsoft Office Suite), Building Connected, and familiarity with construction or professional services bidding tools.


• Ability to collaborate effectively with project teams, subcontractors, and clients while maintaining professional communication.