Construction Bid Coordinator

Role Overview The Bid Coordinator is the operational backbone of Altero’s preconstruction operation. This role owns everything that is not the technical estimate — opportunity monitoring, go/no-go workflow, subcontractor solicitation, proposal assembly, bid submission, reporting, and the recurring pipeline reviews. This is a hands-on operational role. The coordinator personally monitors bid portals, scores opportunities, builds solicitation packages, tracks subcontractor responses, drafts proposals, and produces the reports. The coordinator owns the deadline on every pursuit and keeps the pipeline current and accurate. Nothing leaves Altero without a human sign-off. Core Responsibilities 1. Opportunity Identification & Portal Monitoring Tools & sources: ConstructConnect, Dodge, BidClerk, public agency bid portals, local municipality plan rooms, owner direct solicitation channels, internal opportunity log. • Monitor bid portals and build the weekly opportunity feed — confirm every opportunity meets the target profile, screen out those that do not. • Evaluate borderline matches — verify project type, size, geography, and licensing requirements. • Add relationship and strategic context — known owner dynamics, strategic pursuit reasons, competitive intelligence. • Flag time-sensitive opportunities requiring a same-day go/no-go — anything with a bid deadline inside 10 days is escalated immediately, not held for the weekly feed. • Maintain the opportunity log — every project seen logged with the filter decision and outcome. • Release the weekly feed every Monday without exception. 2. Qualification & Go/No-Go Tools & sources: Go/no-go scoring model, project profile, opportunity log. • Score every opportunity and produce the go/no-go recommendation. • Apply relationship factors, strategic considerations, and market intelligence that a numeric score alone misses. • Document the rationale for every decision — especially overrides — so the scoring approach can be calibrated over time. • Confirm the estimator has capacity before any go decision is finalized — a go with no estimating capacity is not a real go. • Communicate every go/no-go decision clearly and promptly, with the reasoning behind it. 3. Bid Kickoff & Document Management Tools & sources: Bid document management system, Bluebeam or equivalent for drawing distribution, shared internal bid file. • Download and organize the full bid package at kickoff — drawings, specifications, addenda, geotechnical reports, bid forms, contract documents. • Confirm the estimator is working from the current document set — all addenda incorporated, no superseded drawings in circulation. • Distribute the bid package to the estimator and confirm receipt before kickoff. • Submit approved RFIs to the architect or owner before the cutoff — track responses and flag any that affect scope or pricing. • Maintain the bid file — every document, communication, and decision logged throughout the bid cycle. 4. Subcontractor Solicitation Tools & sources: Subcontractor database, solicitation management platform, email tracking. • Build the sub list before solicitation goes out — confirm every trade is covered, add or remove based on project-specific knowledge. • Build the scope matrix before it goes to subs — confirm every trade scope is correctly defined, nothing double-counted, nothing missing. • Monitor solicitation responses — track who has opened, acknowledged, submitted, and who has gone silent. • Personally follow up with non-responding subs — a phone call when needed, not just another email. • Flag any trade with fewer than two quotes two days before bid date — escalate to the estimator and decide whether to re-solicit, carry an allowance, or accept thin coverage. • Log every sub response in the bid file — quote amount, inclusions, exclusions, clarifications, conditions. 5. Proposal Writing & Bid Submission Tools & sources: Proposal narrative and bid forms, qualification package, electronic submission platforms, physical submission logistics where required. • Write the proposal narrative — accurate project description, appropriate approach, nothing overstated. • Assemble the full submission package — narrative, forms, backup, attachments — and confirm every required item is present before it goes for approval. • Manage the approval process — track sign-off and ensure the approved package is received with enough time to submit before the deadline. • Own the submission — electronic upload or physical delivery, with confirmation receipt logged immediately. • Never submit after the deadline under any circumstance — if approval has not been received with enough time, escalate immediately to the Principal. • Flag any required attachment that has expired or is missing — insurance certificate, license, DIR registration, bonding letter — and resolve before submission. 6. Live Bid Tracker Management Tools & sources: Live bid tracker, updated in real time. • Maintain the live bid tracker — every active pursuit, every submitted bid, every pending outcome updated within 24 hours of any bid event. • Confirm the tracker is current and accurate before every review — stale data is never presented. • Track active pursuits by stage, bids submitted, pending outcomes, wins and losses, pipeline coverage vs revenue target, and estimating capacity utilization. • Flag any pursuit approaching a deadline with no go/no-go decision confirmed. 7. Monthly Bid Report & Pipeline Review Tools & sources: Monthly bid report, live bid tracker, shared meeting template. • Build the monthly bid report — validate the data and add context on outcomes and patterns the numbers alone cannot explain. • Deliver the monthly bid report within 5 days of month end, every month without exception. • Schedule and run the monthly pipeline review — 30 to 45 minutes, every month — walking through the tracker, the month’s outcomes, and the forward recommendation. • Document input from the review — adjustments to pursuit strategy, upcoming capacity constraints, owner relationships to prioritize in the coming month. • Confirm estimating capacity for the coming month is aligned with pursuit intentions before the review ends. 8. Quarterly Bid Strategy Review Tools & sources: Quarterly bid strategy report, win/loss data, go/no-go scoring model. • Build the quarterly bid strategy report with the estimator — validate patterns and add field context. • Present the findings — win rate by category, margin trends, pursuit volume vs win volume, bid program health. • Drive the conversation to actionable decisions — pursuit strategy updated for the next quarter, not just data presented. • Document all decisions — adjustments to project-type targets, go/no-go threshold changes, market priorities. • Confirm the go/no-go scoring is updated after every quarterly review based on the decisions made. 9. Subcontractor Network Development Tools & sources: CSLB license verification, DIR registration lookup, insurance verification, sub candidate database, prequalification document management. • Build the sub coverage gap report — identify which trades and geographies are the priority for network expansion. • Vet sub candidate profiles before outreach — confirm license, insurance, DIR, and prequalification criteria before first contact. • Manage the prequalification process — send forms, follow up on outstanding submissions, log completed prequalifications. • Recommend to the estimator which new subs are ready for their first solicitation. • Report new sub additions in the monthly bid report — who was added, what trade, and their prequalification profile. • Ensure no new sub receives a solicitation before prequalification is complete and approved.