Procurement Coordinator — Estimating

Thalle Construction Company, Inc.; Hillsborough (NC); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Major Medical

Dental

Vision

Short and Long-Term Disability

PTO

Paid holidays

Life Insurance

401K with company match

Job summary

Thalle Construction Co. Inc. in Hillsborough, NC, seeks a Procurement Coordinator—Estimating to support the bid-phase procurement and compliance function.

You will own documentation for subcontractor and supplier engagement, maintain outreach records, good-faith-effort files, and BABAA/AIS-related certifications on federally funded work. The role focuses on ensuring complete, audit-ready records and preventing non-responsive bids by maintaining certifications, coordination, and accurate

Qualifications

• 2-5 years of experience in construction procurement, bid coordination, contract administration, or compliance support.
• Working knowledge of federal, state, or local DBE / MWBE / SBE program requirements.
• Strong document control discipline and comfort managing many concurrent deadlines.
• Proficiency in Microsoft Excel, Word, and Outlook; comfort learning new platforms quickly.
• Clear written communication — output is a record others will rely on.
• High school diploma or equivalent.

Responsibilities

• Distribute bid invitations and plan access through plan rooms and bid management platforms; maintain the invitation list by trade, region, and certification status.
• Track responses, follow up on non-responders, and elevate coverage gaps to the Bid Procurement & Compliance Lead early.
• Maintain the vendor database — contact records, trade coverage, geographic footprint, certification expiration dates, and prior performance flags.
• Coordinate outreach in advance of bid; build and maintain bidder lists for recurring work types.
• Identify certified firms through state UCP directories and certification lists; verify status and NAICS scope before counting toward a goal.
• Assemble and maintain the good-faith-effort file for every goal-bearing pursuit.
• Track committed participation against the contract goal and produce the participation schedule required at bid submission.
• Maintain records in owner-required tracking systems and produce post-award participation reporting as requested.
• Collect and review supplier certifications for BABAA and AIS requirements on IIJA-funded work.
• Flag material items where domestic availability is uncertain and support waiver research as required.
• Maintain the certification log by project for audit-ready records.
• Track funding-source requirements by pursuit; different streams have different compliance regimes.
• Log incoming quotes and route to the responsible estimator.
• Ensure all required certification and outreach documents are included in the submission package.

Skills

Bid coordination

Document control

Excel

Communication

Time management

Education

High school diploma or equivalent

Associate's or bachelor's degree in construction management

Tools

Smartbid

Kahua

Autodesk

Procore

Job description

Thalle Construction Co. Inc. ("Thalle") is seeking a Procurement Coordinator — Estimating, reporting to the Bid Procurement & Compliance Lead. This position is located out of our office in Hillsborough, NC.

Thalle, established in 1947, is a heavy civil construction company with a corporate office in Hillsborough, NC, and a regional office in Alvarado, Texas. Thalle has construction projects throughout the Southeast, Texas, and New Jersey with growth nationwide. Our diverse and expansive project scope of heavy civil infrastructure projects includes dams, reservoirs, locks, DOT roadway construction and bridges, large diameter utilities, landfills, mass excavation, wastewater, and on-demand emergency services.

We are a proud representative of Tully Group (www.tullygroup.us). The Tully Group is one of the nation’s largest privately held, family-owned construction firm with their corporate office in New York City and long history of heavy civil projects in the Metro New York Area and New Jersey.

Safety is our TOP priority! Thalle offers a competitive salary package with a full range of benefits, including Major Medical, Dental, Vision, Short and Long-Term Disability, generous PTO, paid company holidays, Life Insurance, 401K with a company match, and more! Compensation is based on experience and qualifications.

Thalle is an Equal Opportunity Employer, E-Verify, and Drug Free Workplace.

Regional Office Location

Hillsborough, NC

Job Title

Procurement Coordinator — Estimating

Salary

Competitive compensation package based on experience.

The Procurement Coordinator supports the estimating department's bid-phase procurement and compliance function. This role owns the documentation side of subcontractor and supplier engagement: outreach records, good-faith-effort files, DBE/MWBE participation tracking, and domestic-content certifications on federally funded work.

The position exists because compliance documentation on IIJA-, SRF-, and WIFIA-funded projects has grown into a distinct workload that no longer fits alongside estimating production. A missing certification or an incomplete good-faith-effort file can render an otherwise winning bid non-responsive — this role exists to make sure that never happens.

Essential Duties And Responsibilities

• Distribute bid invitations and plan access through plan rooms and bid management platforms; maintain the invitation list by trade, region, and certification status
• Track responses, follow up on non-responders, and elevate coverage gaps to the Bid Procurement & Compliance Lead early
• enough to act on them Maintain the vendor database — contact records, trade coverage, geographic footprint, certification expiration dates, and prior performance flags
• Coordinate outreach in advance of bid rather than on bid week; build and maintain standing bidder lists for Thalle’s recurring work types (earthwork, structural concrete, pipelines, treatment plant construction, dams and RCC, marine, landfill, foundations)
• Identify certified firms through state Unified Certification Program (UCP) directories and owner-specific certification lists; verify certification status and NAICS scope before a firm is counted toward a goal
• Assemble and maintain the good-faith-effort file for every goal-bearing pursuit — solicitation evidence, follow-up records, quotes received, rejection rationale, and outreach to assistance organizations
• Track committed participation against the contract goal and produce the participation schedule required at bid submission
• Maintain records in owner-required tracking systems and produce post-award participation reporting as requested
• Collect and review supplier certifications for Build America, Buy America Act (BABAA) requirements on IIJA-funded work, and American Iron and Steel (AIS) requirements on Clean Water and Drinking Water SRF work
• Flag material and equipment items where domestic availability is uncertain, and support waiver research where required
• Maintain the certification log by project so the record is complete and retrievable at award rather than reconstructed months later
• Track funding-source requirements by pursuit — different funding streams carry different compliance regimes, and the differences matter at bid time
• Log incoming quotes, route them to the responsible estimator, and confirm scope acknowledgment
• Confirm that every required certification, participation form, and outreach document is in the submission package before it leaves
• Support the Estimating Admin with addenda distribution to bidders
• Maintain outreach and compliance records to an audit-ready standard
• Contribute to post-bid review with coverage and participation data — which trades came in thin, which firms did not respond, where the bidder list needs building
• Recommend improvements to solicitation templates, tracking tools, and outreach cadence

Qualifications

Required

• 2-5 years of experience in construction procurement, bid coordination, contract administration, or compliance support Smartbid, Kahua, Autodesk, and/or Procore experience
• Working knowledge of federal, state, or local DBE / MWBE / SBE program requirements
• Strong document control discipline and comfort managing many concurrent deadlines
• Proficiency in Microsoft Excel, Word, and Outlook; comfort learning new platforms quickly
• Clear written communication — much of this role's output is a record someone else will rely on
• High school diploma or equivalent

Preferred

• Heavy civil, water / wastewater, or public infrastructure experience
• Familiarity with 49 CFR Part 26 (USDOT DBE) and 40 CFR Part 33 (EPA DBE) good-faith-effort standards
• Familiarity with BABAA and American Iron and Steel requirements
• Associate's or bachelor's degree in construction management, business, supply chain, or a related field
• Experience supporting bids in multiple states with differing certification programs

Physical Requirements

• Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA and other federal, state and local standards, including meeting qualitative and/or quantitative productivity standards.
• Ability to maintain regular, punctual attendance consistent with the ADA, FMLA and other federal, state and local standards.
• Must be able to lift and carry up to 50 lbs.
• Must be able to talk, listen and speak clearly on telephone.