Preconstruction Bid Coordinator

Position Summary

Headley Construction is seeking a dependable, organized, and proactive Preconstruction Bid Coordinator to support our growing team. This position supports commercial construction pursuits from initial bid setup and subcontractor solicitation through proposal submission and project handoff. The Preconstruction Bid Coordinator serves as an important link between estimators, preconstruction leadership, subcontractors, suppliers, design partners, and the administrative office.

The ideal candidate is detail-oriented, proactive, and a strong communicator who enjoys working with people and can confidently manage multiple priorities. We are looking for someone who takes ownership of their responsibilities, follows through on commitments, enjoys working in a fast-paced environment, and wants to grow alongside the team.

Key Responsibilities

Bid Setup and Administration

·      Assist with new bid opportunity setup and maintain accurate project information within company systems.

·      Maintain the bid calendar and track proposal deadlines, pre-bid meetings, site visits, question deadlines, and internal review dates.

·      Review bid invitations, RFQs, and RFPs with the estimating team to identify submission requirements and prepare project checklists.

·      Establish and maintain bid files, drawings, specifications, addenda, correspondence, and required documentation in accordance with company procedures.

Subcontractor and Supplier Coordination

·      Work with estimators to develop project-specific subcontractor and supplier solicitation lists by trade and scope.

·      Issue invitations to bid and distribute current drawings, specifications, addenda, and project information; track receipt and acknowledgment.

·      Follow up by phone and email to confirm interest, track commitments, and obtain proposals before internal bid deadlines.

·      Maintain bid coverage logs and promptly notify estimators of trades with insufficient participation or missing proposals.

·      Maintain and expand subcontractor and supplier contacts for the Atlanta and Georgia commercial construction markets; assist with collection of prequalification information.

Proposal Preparation and Bid Day Support

·      Receive, log, and organize subcontractor and supplier proposals by trade; support preparation of bid tabs for estimator review.

·      Identify and flag missing proposal information, exclusions, qualifications, alternates, and addenda acknowledgments; coordinate clarification requests with estimators.

·      Assist with preparation of RFQ and RFP responses, bid forms, project experience, references, team resumes, and other required attachments.

·      Coordinate required signatures, bid bond requests, and submission logistics; verify document completeness and obtain leadership approval before submission.

·      Submit approved proposals as directed, retain confirmation of receipt, and maintain an organized record of the final submission.

Meetings and Project Handoff

·      Coordinate pre-bid meetings and site visits; provide meeting preparation, notes, and follow-up support as needed.

·      Maintain question and clarification logs and route technical questions to the assigned estimator or preconstruction leader.

·      Assist with transferring awarded-project bid files, proposals, scope clarifications, and related records to the project team.

Additional Administrative Support

·      Provide administrative support to the Preconstruction team with budgets, proposals, bid opportunities, and related documentation.

·      Help maintain and update Preconstruction Standard Operating Procedures and bid checklists.

·      Coordinate with the Office Manager and Project Administrators on shared information and project startup needs.

Qualifications

Required

• Strong organizational skills and attention to detail.
• Ability to manage multiple projects, deadlines, and priorities simultaneously.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel.
• Ability to learn and work effectively within bid management and construction software.
• Working knowledge of commercial construction terminology and the ability to navigate drawings, specifications, and bid requirements.
• Professional and comfortable communicating with project managers, field employees, subcontractors, vendors, clients, and company leadership.
• Ability to work independently while also functioning effectively as part of a team.
• Strong follow-through and willingness to take ownership of assigned responsibilities.

Preferred

• Two or more years of previous bid coordination or project coordination experience in commercial construction, general contracting, or a related industry .
• Familiarity with subcontractor solicitation, bid coverage tracking, proposal preparation, and public bid submissions.
• Experience with Bluebeam Revu, BuildingConnected, SmartBid, or similar document review and bid management systems.
• Experience supporting multiple estimators or commercial construction pursuits simultaneously.
• Familiarity with construction terminology, project documentation, subcontract administration, and construction billing processes.
• Experience with Trimble Spectrum, ProjectSight, Trimble Pay, or similar construction management/accounting systems .

Schedule

Monday – Friday

8:00 AM – 5:00 PM

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person