Bid Coordinator

Company Overview

Athena Engineering is a self-performing contractor specializing in HVAC and Building Automation systems for commercial institutional and public works projects throughout Southern California. Our team partners with general contractors owners and design professionals to deliver high-quality mechanical and controls systems on complex construction projects.

We are seeking a highly organized Bid Coordinator to support our estimating and business development teams by managing bid documentation coordinating subcontractor outreach and maintaining the systems that keep our estimating process running efficiently.

Position Summary

The Bid Coordinator supports the estimating and business development teams by organizing bid opportunities coordinating subcontractor participation maintaining bid documentation and assisting with proposal preparation.

This role works closely with estimators project managers subcontractors suppliers and general contractors to help ensure competitive and accurate construction bids are prepared and submitted on schedule.

Youve GOT to be a people person to work within the Business Development group and to eventually progress further into estimating (if you want to). There will be conflict (not always but it happens) constant communication (on the PHONE not just email) and a need to be both detail-oriented as well as big picture thinking. You will interact directly with all types of clients owners general contractors subcontractors and our own internal team so if you dont like talking this isnt the job for you. Youve got to be on top of your game good with stress and not easily offended.

The best people for this job dont take themselves too seriously are honest and straight-forward communicators and enjoy the pressure of the construction industry. Having a great sense of humor helps too.

Key Responsibilities

Bid Opportunity Coordination

• Monitor bid boards and construction procurement platforms (BuildingConnected BidSync PlanetBids etc.) for new project opportunities
• Download and organize plans specifications addenda and bid documents
• Maintain project folders and bid tracking systems
• Distribute bid invitations and coordinate subcontractor participation
• Track subcontractor interest and confirm receipt of pricing

Subcontractor & Vendor Coordination

• Communicate with subcontractors and suppliers regarding bid opportunities and deadlines
• Maintain subcontractor and vendor contact databases
• Track bid participation and ensure coverage across required scopes
• Distribute addenda clarifications and bid updates to all bidders

Estimating Support

• Assist estimators with bid preparation and proposal assembly
• Coordinate preparation of bid forms and required documentation
• Organize front-end documents and bid instructions for review by the estimating team
• Assist with coordination of job walks and pre-bid meetings
• Support preparation and submission of bid packages through contractor procurement portals

Document & Database Management

• Maintain organized project documentation including drawings specifications and addenda
• Upload and manage documents in systems such as BuildingConnected Bluebeam CRM and internal servers
• Ensure bid records and project documentation remain accurate and accessible

Administrative & Process Support

• Maintain estimating calendars including bid deadlines and job walks
• Coordinate internal bid review meetings
• Assist with contractor prequalification forms and bid submission requirements
• Support general administrative needs of the estimating and business development teams

Project Turnover Support

• Organize documentation for awarded projects
• Prepare project information packages for turnover to the operations team
• Ensure bid documents and subcontractor proposals are properly archived

Qualifications

Education

• High School Diploma or GED required
• Coursework in Construction Management Engineering or Business is a plus

Experience

• 13 years of experience in construction administration bid coordination or estimating support preferred
  
• Experience working with construction drawings and specifications is a plus

Technical Skills

• Proficiency with Microsoft Office (Excel Word Outlook)
• Experience with construction software such as:
  • BuildingConnected
  • Bluebeam
  • Procore
  • CRM platforms
    
• Ability to learn new construction management and estimating systems

Skills & Attributes

• Strong organizational and time management skills
• Ability to manage multiple deadlines in a fast-paced environment
• Excellent written and verbal communication skills
• Strong attention to detail
• Professional communication with subcontractors and project partners
• Ability to work both independently and within a team environment

Career Growth

This role provides valuable exposure to the construction estimating and preconstruction process. High-performing employees may have the opportunity to grow into roles such as:

• Assistant Estimator
• Estimator
• Project Engineer
• Preconstruction Coordinator

Equal Opportunity Employer

Athena Engineering is an equal opportunity employer and is committed to creating a diverse and inclusive workplace.

Required Experience:

Junior IC