Bidding Coordinator

Since 1921, MB HAYNES Corporation, in Asheville, NC, has provided solid, stable careers for many good people. As market leaders, we have enjoyed tremendous growth through the years, and we are poised for even greater growth in the future. We believe in our tag line, Quality, Commitment & Character all day, every day. If you are looking for a professional environment to both further your career and be a part of something great, become a member of our 100% Employee Owned MB HAYNES family.

Position Summary:

The Bidding Coordinator oversees and coordinates the company’s bidding activities across the Traffic Signal/ITS, Sports Lighting, and Electrical Utility divisions. This position serves as the central point of coordination for the estimating department, ensuring bid opportunities are tracked, documentation is organized, supplier and subcontractor pricing is secured, and bids are submitted accurately and on time.

This position directly supervises the Subcontractor Estimating Lead, Supplier Lead, and Estimating Assistant while working closely with the Lead Estimator and divisional estimating leads. The primary objective is to maintain an organized, consistent, and efficient bidding process that allows estimators to focus on technical estimating, project costs, and competitive pricing.

Primary Duties and Responsibilities:

Bid Opportunity & Schedule Management

• Identify, receive, evaluate, and track public and private bid opportunities from NCDOT, municipalities, utilities, general contractors, and other customers.

• Maintain the centralized bid database and master bid schedule, including project information, bid dates, deadlines, and bid/no-bid decisions.

• Coordinate estimating workloads, establish internal deadlines, monitor schedule changes, and communicate priorities and potential conflicts to management and estimating personnel.

Bid Documentation & Pricing Coordination

• Obtain, organize, and maintain current plans, specifications, bid forms, addenda, and supporting project documentation.

• Ensure standardized electronic project files and accurate distribution of updated information.

• Supervise and coordinate supplier and subcontractor quote requests, follow-ups, pricing collection, and documentation.

• Track outstanding quotes, bid questions, clarifications, and information needed to support accurate estimates.

Bid Compliance, Review & Submission

• Coordinate preliminary and final bid review meetings, agendas, outstanding items, and required approvals.

• Review bid instructions and track required bonds, certifications, affidavits, licenses, prequalification documents, and addenda acknowledgments.

• Coordinate final bid package preparation, verify administrative completeness, confirm submission requirements and deadlines, and ensure approved bids are submitted accurately and on time.

• Maintain final bid documents and submission confirmations.

Bid Results & Performance Tracking

• Maintain records of submitted bids, bid amounts, results, and public bid tabulations.

• Track competitor pricing and lawful, publicly available sources and monitor bidding performance by customer, project type, and division.

• Prepare periodic bidding activity reports and coordinate bid result reviews with the Lead Estimator to identify opportunities for process improvements.

Awarded Project Turnover

• Coordinate the transfer of final bid documents, plans, specifications, supplier quotes, subcontractor proposals, and estimating information to project management and operations.

• Document significant estimating assumptions and exclusions, coordinate turnover meetings, and track outstanding startup requirements.

• Work with the Contracts Coordinator to support contract execution and project submittal requirements.

Requirements:

• 3 – 5 years of experience in construction estimating support, bid coordination, project administration, procurement coordination, or related construction operations.

• Ability to read and understand construction plans, specifications, and bid instructions.

• Strong organizational, communication, and time management skills with the ability to manage multiple deadlines.

• Experience coordinating suppliers, subcontractors, and internal teams.

• Proficiency in Microsoft Office and document management systems.

• Strong attention to detail, ability to work under time constraints, and discretion with confidential information.

• Experience supervising employees or coordinating team workloads.

Preferred Qualifications

• Experience in electrical utility, traffic signal, ITS, sports lighting, or roadway construction.

• Familiarity with NCDOT bidding procedures and specifications.

• Experience with Bluebeam, estimating software, and electronic bidding portals.

• Knowledge of construction bonds, bid forms, and requalification requirements.

• Experience developing SOPs and improving administrative workflows.

• Associate’s or Bachelor's degree in construction management, business administration, or a related field.

Physical Requirements and Working Conditions:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Work will primarily be performed in an office environment. This position requires frequent sitting, standing, walking, kneeling, bending, crouching, reaching, climbing stairs.
• Must be able to lift 50 lbs.