Bid Coordinator at Ritsema Associates – Grandville, Michigan

Ritsema Associates has been a pillar of excellence in the construction industry since 1955. With a legacy built on quality, integrity, and innovation, we have consistently set the benchmark for craftsmanship in commercial interiors construction. We’re proud to be 100% employee owned as well as recognized as one of West Michigan’s Best and Brightest Companies to Work For.

Ritsema Associates offers the following benefits:

• Health benefit package after 30 days
Paid holidays
Paid time off and sick time.
401(k) with company match
ESOP (100% employee-owned)
Power and specialty tools provided
Company provided uniforms
Company paid training and development
Year-round work
Employee assistance program (EAP)
Referral Bonuses

Training and Growth

At Ritsema, we invest in developing skilled professionals who take pride in their craft. Our teams receive high quality training designed to build competence, confidence, and long term career growth. Training is delivered through a mix of on the job instruction, hands on workshops, and structured learning with our industry partners. If you’re ready to grow your skills, take on new challenges, and become one of the best in the commercial interiors industry, Ritsema is the place to do it.

Compensation: $55,000 – $65,000 annual salary, based on experience

Purpose

The Bid Coordinator plays a key role in supporting the Estimating Department by managing the full lifecycle of the bid process. This position requires strong organizational, communication, and time management skills, along with a solid understanding of construction industry practices. The Bid Coordinator ensures timely and accurate bid submissions, maintains subcontractor relationships, and contributes to the company’s commitment to professionalism, integrity, and continuous improvement in project delivery.

Key Responsibilities:

Bid Management & Coordination

• Facilitate the preparation and submission of bids and proposals, including all required documentation and forms.
Manage timelines and deadlines for multiple concurrent bids (typically 10–20 per month).
Track and distribute bid documents such as plans, specifications, and addenda.
Issue invitations to bid and requests for proposals to subcontractors and vendors.

Subcontractor Engagement

• Maintain and update the subcontractor database using SmartBidNet or similar platforms.
Recruit and prequalify subcontractors, ensuring proper licensing and compliance with bid requirements.
Coordinate subcontractor communications, including bid invitations, clarifications, and follow-ups.

Document Control & Compliance

• Implement and maintain document control systems for all bid-related materials.
Ensure compliance with bid requirements, including those related to government programs and public sector projects.
Review submitted bids for completeness, accuracy, and conformance with project specifications.

Prequalification & Proposal Support

• Assist in the preparation of Statements of Qualifications (SOQs), gathering and organizing input from internal stakeholders.
Research current and upcoming bid opportunities and maintain an active opportunities list.
Attend or coordinate attendance for job walks and pre-bid meetings as required.

Reporting & Presentation

• Maintain organized bid files and records for internal use and client presentation.
Distribute bid results and prepare final bid packages for review by project teams and clients.
Participate in special projects and contribute to continuous improvement of bid processes and systems.

Required Skills and Qualifications

• High school diploma or equivalent required; additional coursework in construction management, business, or a related field preferred.
3–5 years of experience in a preconstruction, estimating, or proposal coordination role within the construction industry.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Adobe Acrobat, and database management systems.
Experience with bid management platforms such as SmartBidNet is preferred.
Excellent written and verbal communication skills.
Strong organizational and time management abilities with the capacity to manage multiple priorities under tight deadlines.
Professional demeanor with the ability to interact effectively with internal teams, subcontractors, and clients.
Sound judgment and advanced problem-solving skills.

Physical Requirements

• Ability to sit or stand for extended periods while working at a computer or attending meetings.
Capable of lifting and carrying materials or documents up to 25 pounds.
Must be able to navigate office environments and construction sites as needed.
Occasional bending, reaching, and walking required during site visits or document handling.

Travel Requirements

• Occasional travel (up to 20%) for job site visits, job walks, or pre-bid meetings.

REPORTS TO: Executive Director of Project Management

This job description in no way implies that these are the only duties to be performed. An employee will be required to follow any other job-related duties required by the manager.
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