Bid Coordinator & Takeoff Specialist

Job Responsibilities & Essential Functions

The principal duties are to manage the regional bid inboxes and perform initial takeoffs, freeing the Sales Estimating team to price work more efficiently and spend more time on sales activities. In order to perform these principal duties, the following must be properly fulfilled:

Bid Coordination

• Monitor and work the regional bid inboxes daily, ensuring every invitation to bid is reviewed and dispositioned.
• Review incoming emails and determine whether the bid request falls in line with Gulf Coast Pavers product offering.
• Assign qualified bids to the appropriate region and estimator, flagging time-sensitive or high-value opportunities immediately.
• Track and record bid/no-bid decisions, including the reason for each no-bid.
• Monitor for and distribute addenda, bid date changes, and other general contractor correspondence to the assigned estimator.
• Download and file plan sets, specifications, and addenda in the correct project folder following company file and folder naming standards.
• Set up projects in STACK so takeoff and estimating can be performed, and create or update the corresponding bid record in the company bid tracking system.
• Manage and maintain the bidding schedule in STACK for all regions, keeping bid dates and statuses current.
• Review plan sets to identify the appropriate sheets and details to be added to STACK for takeoff.

Takeoffs

• Analyze project drawings, specifications, proposals, and other related documents to perform takeoffs.
• Perform takeoffs in STACK for paver, retaining wall, and related hardscape scope using company-standards and naming conventions.
• Complete each takeoff by the agreed internal due date so the estimator has adequate time to price and submit the bid.
• Identify and document discrepancies or gaps between plans, specifications, and details, and raise questions to the Sales Estimating team well ahead of the bid deadline.
• Communicate with the Sales Estimating team to clarify scope of work, materials, and schedule requirements, and document these clarifications.
• Assist with final assembly of the estimate for presentation to the General Contractor/Owner.
• Collect and organize all bid documents and takeoff files for future reference and reuse.
• Complete paperwork and provide all job data accurately and timely.
• Actively participate in the internal estimate review process.
• Generate weekly and monthly bid activity and takeoff productivity reports.
• Develop and nurture relationships with the Sales Estimating team and Corporate team to streamline the sales estimating process.
• Maintain a high level of customer service and responsiveness in all job duties.
• Remain current with the latest estimating and takeoff technology and techniques.

Identify and recommend areas for increased efficiency in the bid intake and takeoff process