Bid Coordinator / Estimating Administrator Astoria, NY We are seeking a highly organized, detail-oriented Bid Coordinator to support our Estimating and Business Development team. This position is ideal for someone who thrives in a fast-paced construction environment and can effectively manage multiple projects, deadlines, and priorities.

Primary Responsibilities :

Bid Management & Tracking Review incoming bid invitations and bid opportunities. Maintain and update bid calendars and bid tracking logs. Monitor bid due dates and ensure no deadlines are missed. Coordinate bid submissions through public and private bidding portals. Track addenda, revisions, and project updates. Document & File Organization Organize project folders and maintain accurate digital records. Review specifications, drawings, and bid documents. Highlight and distribute critical specification requirements to estimators. Upload drawings, specifications, and project information into estimating software. Maintain document version control and proper file naming procedures. Vendor & Supplier Coordination Request and track quotes from manufacturers, suppliers, and subcontractors. Follow up on outstanding quotations. Maintain vendor contact database. Assist with material pricing and budget development. Communication & Follow-Up Monitor estimating department emails daily. Track client communications and bid invitations. Follow up on submitted proposals and pending bids. Assist with proposal revisions and status updates. Coordinate pre-bid meetings and site visits. Administrative & Technology Support Generate reports and bid activity summaries. Assist in preparing proposal packages and bid forms. Utilize AI tools and technology to improve efficiency and organization. Support the estimating team with data entry and project setup. Qualifications Construction industry experience preferred. Experience with Microsoft Office Suite. Strong knowledge of Outlook, Excel, Word, Teams, and SharePoint. Ability to read construction drawings and specifications. Experience with estimating software is a plus. Familiarity with AI tools such as Microsoft Copilot, ChatGPT, and related technologies. Excellent verbal and written communication skills.

Required Traits:

Extreme organizational skills Detail-oriented and highly accurate Self-motivated and proactive Ability to manage multiple deadlines simultaneously Strong follow-up skills Professional and dependable Prompt, punctual, and reliable Sense of urgency and accountability Strong problem-solving abilities Team-oriented mindset Performance Expectations Zero missed bid deadlines. All bid opportunities logged and tracked. Timely vendor quote collection and follow-up. Accurate document organization and record keeping. Consistent communication with estimators and management.

Compensation:

Competitive salary based on experience, plus opportunities for growth within a leading commercial roofing, waterproofing, and façade restoration contractor.

Job Type:

Full-time Pay:

$26.00 - $32.00 per hour

Benefits:

401(k) Paid time off Tuition reimbursement

Education:

Associate (Required)

Work Location:

In person