Bid Coordinator Public Works / Infrastructure / Education Construction at Moalej Builders, Inc. – Irvine, California

Overview:
We are seeking a dynamic and detail-oriented Bid Coordinator to join our team and drive the success of our proposal and bidding processes. In this pivotal role, you will coordinate the preparation, review, and submission of bids, ensuring all opportunities are maximized with strategic precision. Your energetic approach will help streamline workflows, foster collaboration across departments, and contribute to winning new business. This position offers an exciting chance to be at the forefront of business development initiatives, supporting growth and strengthening client relationships.

Duties:
- Manage the end-to-end bid process, from initial opportunity assessment through to submission, ensuring timely and accurate delivery
- Collaborate with sales, marketing, project management, and technical teams to gather required information and develop compelling proposals
- Utilize software to track bid opportunities, update status reports, and analyze pipeline data for strategic planning
- Coordinate internal reviews and approvals for bid documents to ensure compliance with client requirements and company standards
- Develop and maintain a repository of bid templates, case studies, and supporting materials for efficient proposal development
- Conduct market research and competitor analysis to inform bid strategies and identify new business opportunities
- Support business development efforts by nurturing customer relationships and identifying potential leads through strategic outreach

Qualifications:
- Proven experience in bid management or proposal coordination within a competitive sales environment
- Ability to perform all essential duties of Junior Administrative/Jr. Project Assistant
- Maintain subcontractor database
- Assist with maintaining good business relationship with suppliers and subcontractors
- Assist with telephone contact of subcontractors
- Prepare proposals, bid packages, and mailings (MBE solicitations)
- Secure plans
- Maintain faxes / emails in Bid Room
- Coordinate w/printer vendors for blueline printing/ordering
- Participate in taking bid information on bid day
- Update the estimating schedule and bid information boards in estimating department and plan room on a weekly basis
- Coordinate advertisements to subcontractor bids on selected projects; monitor trade papers to ensure that all information provided is correctly stated
- Secure bidding documents as requested
- Set up bid/proposal serial number and official file
- Formalize and submit prospective job information sheet and associated documents for division and corporate review
- Assist estimator-in-charge with subcontractor outreach for bids; generate subcontractor fax/phone lists, send faxes, assist with drawing/specification distribution; check plan room sign-in sheet for subs working on specific jobs; make phone calls and follow up
- Perform quantity surveys as requested
- Type and distribute pre-bid conference/job walk written report(s) as prepared by the estimator-in-charge; attend pr-bid conference/job walk as requested
- Formalize bid teams; assist in confirming availability of bid team members; publish final list; post lists on bid day
- Assist in arranging and formalizing pre-bid bid team meetings; confirm attendance
- Prepare bid form and associated document which must accompany the bid form including bid bond and bid envelope Assist in assembling bid day subcontractor/bidder spread sheets
- Review and maintain MBE/WBE requirements on a bid-by-bid basis; maintain MBE/WBE program in conjunction with corporate coordinator
- Assist with bid day coordination and /or handle specification sections(s) as required by assignment; set up bid day filing system; copy and make available to bid team members bid forms, specification indexes, telephone quote sheets, etc.
- Finalize and distribute formal post-bid reports
- Maintain, log and file final bid files and budget/GMP files
- Update subcontractor and MBE/WBE databases; update current information including addresses, phone numbers, fax numbers and contacts; periodically issue updated sub lists to Estimating Department
- Maintain orderly plan room
- Prepare bid packages for interiors proposals including preparation of trade cost breakdowns, drawings lists, GC/Fee breakdown and notes and clarifications
- Complete other responsibilities as assigned

Benefits:
- Health Insurance
- Dental Insurance
- Vision Insurance
- Paid Time Off
- 401K
- 401K 4% Match

Join us as a Bid Coordinator and be part of a vibrant team dedicated to winning new opportunities through strategic planning, innovative proposals, and exceptional teamwork. Your proactive energy will help shape our growth trajectory while providing valuable support across our business development initiatives.