Bid Room Coordinator

Massachusetts; Boston (MA); On-site; USD 60,000 - 90,000; Full time

Job summary

An established agency is seeking a dedicated Program Coordinator III to enhance its Bid Room operations. This role involves managing administrative functions, providing technical support for E-Bid Room software, and ensuring the clarity and quality of bid documents. The ideal candidate will have strong customer service skills and experience in public procurement, contributing to a sustainable future for the Commonwealth. Join a forward-thinking team committed to equity and excellence in public service, where your efforts will help shape the future of state projects and initiatives.

Benefits

Comprehensive Employee Benefits

Professional Development Opportunities

Flexible Work Environment

Health and Wellness Programs

Qualifications

• 4+ years of experience in program management or coordination.
• Proficiency in Microsoft Office Suite and analytical tools.
• Knowledge of public procurement requirements.

Responsibilities

• Manage administrative services for the Bid Room and organize bid information.
• Provide technical support for E-Bid Room software.
• Coordinate the RFQ/RFP process and manage project bid tracking.

Skills

Customer Service Skills

Administrative Support

Technical Support

Project Management

Public Procurement Knowledge

Analytical Skills

Education

Bachelor's Degree in Business Administration

Graduate Degree in Business Management

Tools

Microsoft Office Suite

E-Bid Room Software

SharePoint

Spreadsheets and Databases

Job description

Agency Overview

The Division of Capital Asset Management and Maintenance (DCAMM), which oversees over $2 billion in capital programs and projects, is responsible for capital planning, project delivery, property management, and real estate services for the Commonwealth. We are stewards of the Commonwealth’s assets, which include 61 million square feet of state buildings. As an agency, we care for the people of our state and the future of our planet.

• We work with state agenciesto create and manage forward-thinking, sustainable buildings to meet the needs of the Commonwealth’s citizens and help achieve a zero-carbon future
• We are partners with fellow agencies to help them meet their strategic needs with fiscally responsible building and real estate solutions.
• We support the growth of the Commonwealth’s economy and actively engage with private sector partners to make it easier to do business with the Commonwealth.
• We work to expand access, opportunity, and equity to create more inclusive services, planning and outcomes for all the citizens of the Commonwealth.

DCAMM is a central agency in implementing several key policy priorities of the Healey-Driscoll Administration, including promoting decarbonization and climate resilience in all state facilities, identifying and facilitating opportunities to repurpose underutilized state property for housing production, and increasing the participation of underrepresented groups in public construction contracting and in the public construction workforce.

G eneral Statement of Duties and Responsibilities

The Office of Finance and Administration at DCAMM is seeking an experienced Program Coordinator III for the role of Bid Room Coordinator. Reporting to the Bid Room Manager, the Bid Room Coordinator manages administrative services for DCAMM’s Bid Room and organizes and distributes information on upcoming construction bids. The incumbent reviews bid documents and provides technical support for the E-Bid Room software, both internally and externally. The Bid Room Coordinator reviews and manages access to DCAMM’s E-Bid Room software. The incumbent of this position confirms funding availability for advertisements and manages posting of procurements in the Central Register, COMMBUYS and DCAMM’s E-Bid Room, as well as legal advertisements in local newspapers. This position provides technical assistance to Agency staff, bidders, and others. The incumbent coordinates the Bid Room RFQ/RFP Process, transferring all submissions from DCAMM’s E-Bid Room to Trimble Unity Construct and maintains project bid tracking systems. Maintains electronic files in SharePoint and responds to Public Records Requests.

Duties for this position include:

• Through excellent customer service skills, provides administrative support in all aspects of the bid room operations.
• Coordinates with Bid Room Manager to maintain, update and improve Bid Room Checklists for proper review of plans and specifications. Works with project teams to confirm use of the checklists to ensure bid documents are clear, of a high quality and meet legal requirements.
• Reviews plans and assists with specification reviews when needed.
• Compiles Bid Room Reports as needed.
• Manages posting of notices to the Central Register and submits legal notices to local newspapers for advertising, including confirming funding availability for advertisement costs
• Posts procurements on COMMBUYS and DCAMM’s E-Bid Room, and updates project procurements with additional documents such as addenda, planholder lists and bid results, and date changes or other changes to the bid form.
• Manages project-specific access for Security Restricted projects.
• Posts bid results on the E-Bid Room system following bid openings.
• Opens, logs and distributes submissions electronically for Request for Qualifications and Requests for Proposals.
• Processes Verification Forms submitted by contractors for access to the E-Bid Room.
• Assists contractors with navigating and using DCAMM’s E-Bid Room.
• Receives and tracks Bid Bonds for electronic bids.
• Requests and distributes Prevailing Wage Rates to Project Teams and Compliance. Tracks and monitors projects and requests updates as needed.
• Delivers presentations on E-Bid Room processes, when necessary.
• Handles records management for all Bid Room records.
• Coordinates Managed File Transfer system access for transferring files securely to Designers and Project Managers.
• Oversees response to Public Records Requests. Works through DCAMM’s Legal Team on all relevant records requests.

Preferred Qualifications

• Knowledge of public procurement requirements preferably related to M.G.L. C149, C149A, C30, 39M.
• Knowledge of the principles and practices of office management
• Demonstrated proficiency in utilization of computer hardware and software.
• Demonstrated proficiency in use of analytical tools, including use of spreadsheets, databases and reports.
• Demonstrated proficiency in use of the Microsoft Office Suite – Word, Excel, Outlook, Teams and PowerPoint

*For more information about employment at DCAMM, please view our RECRUITMENT VIDEO .

First consideration will be given to those applicants that apply within the first 14 days.

MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) four years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, and (B) of which at least one year must have been in a supervisory capacity, or (C) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. A Bachelor's degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required (A) experience.*

II. A Graduate degree with a major in business administration, business management or public administration may be substituted for a maximum of three years of the required (A) experience.*

III. A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required (A) experience.*

*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

NOTE: No substitutions will be permitted for the required (B) experience.

Comprehensive Benefits

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

Want the specifics? Explore our Employee Benefits and Rewards!

An Equal Opportunity / Affirmative Action Employer.Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC)may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.