Preconstruction Bid Coordinator

Lewis & Tibbitts, Inc; San Jose (CA); On-site; USD 80,000 - 130,000; Full time

Job summary

Lewis & Tibbitts, Inc. seeks an organized Bid Coordinator to support our Preconstruction and Estimating Department.

You will manage bid opportunities, keep the bid schedule current, organize project documents, and coordinate subcontractor and supplier outreach to ensure timely and accurate submissions. The role requires strong organizational skills, experience in bid coordination, and the ability to manage multiple deadlines while maintaining attention to detail.

Qualifications

• 2+ years in construction, estimating, document control, or admin support.
• Strong organizational and time-management skills.
• Ability to manage multiple deadlines and projects.
• Excellent written and verbal communication.
• Proficiency with Microsoft Outlook, Excel, Word, and PDFs.
• Attention to detail for bid instructions and submission requirements.
• Ability to work independently following estimating procedures.
• Experience coordinating bid processes and document control is preferred.

Responsibilities

• Monitor incoming bid invitations through email, BuildingConnected, agency websites, and client portals.
• Enter new opportunities into the Smartsheet Bid Log.
• Maintain accurate bid dates, RFI deadlines, pre-bid meetings, addenda, project contacts, and submission requirements.
• Download and organize plans, specifications, geotechnical reports, addenda, bid forms, and client correspondence.
• Create and maintain estimating folders according to company standards.
• Preserve original client emails and downloaded bid documents in the appropriate project folders.
• Assist the Chief Estimator with reviewing and prioritizing opportunities.
• Send invitations to subcontractors, suppliers, trucking companies, and material vendors.
• Track subcontractor and supplier participation and follow up on quotes.
• Maintain bidder lists, client contacts, subcontractor databases, and supplier information.
• Track RFIs, addenda acknowledgments, bid bonds, prequalification requirements, labor compliance requirements, and bid forms.
• Prepare bid-day checklists and confirm documents are complete before submission.
• Assist with electronic bid submissions as directed by the Chief Estimator.
• Record post-bid results, follow-up conversations, award status, and client feedback.
• Maintain accurate estimating dashboard and forecasting information.
• Assist with general administrative duties within the Preconstruction Department.

Skills

Organization

Time management

Communication

MS Office

Attention to detail

Contractor relations

Independent work

Estimating experience

Tools

BuildingConnected

Smartsheet

Bluebeam

HCSS HeavyBid

Job description

Lewis & Tibbitts, Inc. seeks an organized Bid Coordinator to support our Preconstruction and Estimating Department.

You will manage bid opportunities, keep the bid schedule current, organize project documents, and coordinate subcontractor and supplier outreach to ensure timely and accurate submissions. The role requires strong organizational skills, experience in bid coordination, and the ability to manage multiple deadlines while maintaining attention to detail.