Bid & Contracts Coordinator

A respected and established commercial general contractor known for delivering high-quality projects with excellence, safety, and integrity is seeking a Bid & Contract Coordinator. This key role supports bid management and contract administration efforts, ensuring projects launch smoothly and meet all compliance standards. The position is fully onsite and essential for driving the preparation, submission, and documentation of bids while overseeing contract execution from subcontractors to owners.

Position Objective

The Bid & Contract Coordinator will lead bid preparation, manage estimating documentation, coordinate subcontractor and owner contracts, and oversee critical compliance materials. This role is pivotal in ensuring deadlines are met, documentation is accurate, and project start-up is efficient - protecting the company's reputation for excellence from project pursuit through contract closeout.

Key Responsibilities

Bid Management and Support

• Actively monitor public bidding portals and networks for new opportunities.
• Maintain an RFQ tracking system and manage estimating folders.
• Download, organize, and maintain bid documents using platforms such as SmartBid, BuildingConnected, and PlanetBids.
• Prepare, notarize, and submit bid documents (both electronically and in-person).
• Coordinate bid bonds, builder's risk insurance, and bid security as required.
• Organize and distribute subcontractor proposals, Invitations to Bid (ITBs), and addenda.
• Update and maintain subcontractor/vendor databases with current trade-specific information.
• Attend internal bid review meetings and maintain meeting records.
• Track and manage bid calendars to ensure all submission deadlines are met.

Subcontract and Owner Contract Administration

• Draft, issue, and manage subcontract agreements, including necessary exhibits and attachments.
• Track negotiations, scope changes, and subcontractor amendments.
• Collect and verify compliance materials (insurance certificates, licenses, bonds, safety plans).
• Receive Notice to Award (NTA) and initiate owner contract administration processes.
• Prepare owner contracts for executive review and signature.
• Coordinate issuance of performance/payment bonds, builder's risk insurance, and certificates.
• Prepare and manage AIA documents for private sector projects.
• Maintain detailed contract files and logs to ensure audit readiness and project efficiency.

Compliance and Documentation

• Manage Good Faith Effort outreach documentation.
• Ensure timely completion of owner contract requirements (DVBE documents, safety plans, escrow agreements, etc.).
• Maintain accurate and organized electronic and physical records for all bids and contracts.