Job Summary: The Bid Coordinator is responsible for overseeing the bid process, which includes gathering and organizing information, coordinating with various departments, and ensuring that proposals align with client requirements. This position requires presence at our Hauppauge, NY location. Strong writing skills, attention to detail, and the ability to work both independently and collaboratively are essential for delivering accurate and comprehensive proposals on time. The ideal candidate should be able to manage multiple priorities effectively and thrive in a fast-paced, deadline-driven environment.
Responsibilities:
- Coordinate the end-to-end bid process, ensuring timely completion of all tasks and adherence to client timelines and requirements.
- Serve as the central point of contact for bid activities, facilitating clear and effective communication among team members.
- Enter and maintain accurate bid data in the company's ERP software (Viewpoint), including updates to changes, statuses, and relevant details.
- Collaborate with subject matter experts and cross-functional teams, including engineering, procurement, and program management, to develop and refine bid deliverables.
- Review all proposals to ensure compliance with client requirements, performing final checks for accuracy, grammar, and completeness before submission.
- Manage and organize bid files, ensuring proper documentation and accessibility.
- Complete prequalification packages by gathering and coordinating necessary information from various sources.
- Support M/WBE (Minority/Women-Owned Business Enterprise) participation efforts by facilitating accurate solicitation and compliance with good faith requirements when applicable.
- Assist with bid invitations, addenda, and other communications to subcontractors as needed.
- Order and coordinate plans, bonds, and other required documents.
- Submit contracts and associated documents to the Legal department for evaluation and approval.
- Monitor and manage all bid-related documentation to ensure alignment with client specifications.
- Participate in estimating meetings, document key discussions, and prepare detailed meeting minutes.
- Adapt to shifting priorities and time-sensitive needs, ensuring flexibility to accommodate incoming bids and critical deadlines.
Qualifications:
1-2 years of experience managing the bidding process or in a similar role.
Bachelor's degree in a related field is preferred; equivalent experience will be considered.
Proficiency in procurement and bid management tools, as well as the Microsoft Office Suite (Excel, Word, and PowerPoint).
Experience with ERP systems such as Viewpoint is a plus.
Excellent organizational and time management skills, with the ability to handle multiple bids simultaneously and meet strict deadlines in a high-pressure environment.
Strong written and verbal communication skills, with the ability to collaborate effectively across departments and present bid information clearly and concisely.