Bid Coordinator & Office Administrator

Sevan Multi-Site Solutions; Plano (TX); On-site; USD 39,000 - 45,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

401K Matching

Paid Time Off

Job summary

Sevan Multi-Site Solutions in Plano, TX is seeking a Bid Coordinator & Office Administrator to support the Construction Services team with bid management, subcontractor outreach, and daily office operations.

This in-office role focuses on managing bidding platforms, screening subcontractors, coordinating communications, and ensuring project information is up-to-date while maintaining a welcoming office environment.

Qualifications

• High school diploma or equivalent required; college degree preferred.
• Experience in bid coordination or estimating support preferred; sales experience is a plus.
• Strong customer service and office administration skills.
• Outbound calls and relationship-building experience a plus.
• Proficiency with Microsoft Office, Smartsheet, and BuildingConnected.
• Ability to read construction documents and bid requirements.
• Excellent organization and time management with deadlines.
• Strong communication and teamwork skills.
• Ability to work independently and adapt to changing priorities.

Responsibilities

• Set up and maintain project bidding platforms, invitations to bid, solicitation lists, bid documents, and project updates.
• Identify qualified subcontractors and vendors nationwide and maintain accurate contact and trade coverage records.
• Conduct frequent phone and email outreach, including cold calling, to explain project requirements, promote Sevan as a contractor, and secure subcontractor participation.
• Track bid commitments, proposal status, and coverage by trade; provide status reports and flag coverage gaps to the estimating team.
• Distribute RFP updates, addenda, and deadline changes through BuildingConnected, email, mail merges, and phone calls.
• Assist estimators in reviewing subcontractor proposals for scope alignment, completeness, qualifications, and consistency with Sevan’s contractual requirements; flag gaps for follow-up.
• Research local market conditions, subcontractor availability, and potential effects on project cost and schedule.
• Build and maintain relationships with subcontractors, suppliers, clients, and design teams to support current and future opportunities.

Skills

Bid coordination

Subcontractor outreach

Customer service

Office administration

Microsoft Office

Smartsheet

BuildingConnected

Reading construction documents

Education

High school diploma

College degree preferred

Tools

Microsoft Office

Smartsheet

BuildingConnected

Job description

Sevan Multi-Site Solutions is a veteran-owned business that provides construction, program management, real estate & site development, and architecture & engineering services for restaurant, grocery, fuel and convenience store, retail, and government sectors nationwide. We work with leading brands like McDonald’s, Starbucks, Sprouts, and BP, to name a few. At Sevan, we provide the talent, technology, and trusted expertise needed to consistently deliver excellence in multi-site construction.

Sevan is nationally recognized for workplace culture, industry leadership, and safety. Recent honors include 12 consecutive years as a Great Place to Work®, placement on ENR’s national Program and Construction Management rankings, recognition as one of America's Safest Companies for 2025, and the 2025 Platinum HIRE Vets Medallion Award.

The Bid Coordinator & Office Administrator supports Sevan’s Construction Services team through bid administration, subcontractor outreach, and day-to-day administrative support for the Plano office. This role manages bidding platforms, solicits and tracks subcontractor proposals, maintains project information, and helps ensure adequate trade coverage for projects nationwide.

This is an in-office position based in Sevan's Plano, TX, office. It serves as a welcoming point of contact for employees and visitors and helps keep office operations organized and responsive.

Essential Duties and Responsibilities:

• Set up and maintain project bidding platforms, invitations to bid, solicitation lists, bid documents, and project updates.
• Identify qualified subcontractors and vendors nationwide and maintain accurate contact and trade coverage records.
• Conduct frequent phone and email outreach, including cold calling, to explain project requirements, promote Sevan as a contractor, and secure subcontractor participation.
• Track bid commitments, proposal status, and coverage by trade; provide status reports and flag coverage gaps to the estimating team.
• Distribute RFP updates, addenda, and deadline changes through BuildingConnected, email, mail merges, and phone calls.
• Assist estimators in reviewing subcontractor proposals for scope alignment, completeness, qualifications, and consistency with Sevan’s contractual requirements; flag gaps for follow-up.
• Research local market conditions, subcontractor availability, and potential effects on project cost and schedule.
• Build and maintain relationships with subcontractors, suppliers, clients, and design teams to support current and future opportunities.

Office Administration:

• Serve as the first point of contact for employees, visitors, and other office contacts; greet guests and maintain a professional reception area.
• Screen and route incoming calls, emails, chats, and text communications; help resolve or direct questions promptly.
• Coordinate office meetings, appointments, and conference room scheduling.
• Maintain office supplies and coordinate repair and cleaning requests; manage visitor registration and employee or guest access badges through applicable building systems.
• Handle sensitive documents confidentially and provide administrative support, internet research, and assistance with special projects and other duties as assigned.

Qualifications:

• High school diploma or equivalent required; college degree preferred.
• Experience in bid coordination or estimating support preferred; sales experience is a plus.
• High level of customer service and office administration skills.
• Confidence making outbound calls, developing relationships, and professionally representing Sevan to subcontractors and vendors.
• Proficiency with Microsoft Office, a working knowledge of Smartsheet and BuildingConnected.
• Ability to use office, visitor management, and building access systems as applicable.
• Ability to read and interpret construction documents, scopes of work, specifications, bid requirements, and numerical information.
• Excellent organization, attention to detail, and time management, with the ability to meet deadlines and manage multiple projects and priorities.
• Clear written and verbal communication, professional phone etiquette, and strong interpersonal and problem-solving skills.
• Ability to work independently and collaboratively with a diverse team, take initiative, learn quickly, and adapt to changing priorities.
• Sound judgment and discretion when handling confidential information.

Work Conditions & Travel:

This is an in-office role 5 days per week based in Plano, TX. A highly collaborative environment that flourishes when individual and team contributions combine to achieve target goals and objectives. Must be flexible, adaptable, and able to work with fluid schedules and working conditions. Regularly required to sit; occasionally required to stand; walk; occasionally lift and/or move up to 15 pounds.

Why Join Sevan?

At Sevan, we believe in creating a supportive and dynamic environment where your contributions truly matter. Here’s what you can expect as part of our team:

• Live Our Values: Join a company that values integrity, respect, teamwork, excellence, and charity. These principles are at the heart of everything we do.
• Champion Key Initiatives: Play a vital role in driving Sevan-wide initiatives like Safety and Sustainability, ensuring positive impacts for our people and the planet.
• Inspire and Lead: Help us bring our vision to life by embracing our commitment to Service, Talent, and Choices—you’ll have a voice in shaping the future.
• Set the Standard: Be a role model for professional behavior, fostering a workplace culture that motivates and inspires others.
• Grow With Us: Take charge of your personal and professional growth through hands‑on experience, engaging training programs, and opportunities to mentor interns and co‑ops.
• Support Development of Top Brands: Opportunity to work behind the scenes supporting efforts for industry leaders like McDonald’s, Starbucks, and 7‑Eleven.

Pay & Benefits: The anticipated compensation range for the position is $28 - $33 per hour, based on a full‑time schedule, market and business conditions, and is commensurate on individual education, qualifications, and experience. Benefits include medical, dental, vision, life, and disability insurances, flexible paid time off, paid holidays, sick time, and a matching 401K plan.

Sevan Multi‑Site Solutions, Inc. is proud to be an equal opportunity employer committed to a diverse and inclusive work environment. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, marital status, genetics, disability, pregnancy, veteran status or any other basis protected by law.