Download and upload project plans, creating a dedicated folder in the estimating folder for each project.
Add the project to the estimating calendar.
Distribute bid invitations to relevant vendors.
Bid Management
Send bid date reminders to vendors, ensuring timely participation.
Notify vendors of any bid updates, including addendums, cancellations, additional drawings and bid date changes.
Organize and add received quotes to the respective folders.
Download and upload updated documents for General Contractors into the project folder.
Ensure that the estimating (both industrial and commercial) are up to date with the correct estimating spreadsheet and proposal forms for future bid opportunities.
Internal Job Coordination
Forward bid updates to assigned estimators to ensure seamless internal communication and project coordination.
Facilitate communication between vendors and the estimator handling the project bid when questions arise.
Monitor the estimating email for incoming bids that have been marked to bid.
Monday responsibilities
Update the Opportunities category with relevant bid information once the project is added to the calendar.
Update the vendor tab by adding or removing vendors as needed.
Enter estimate numbers into the corresponding bid tabs in the opportunities section.
Monthly Reporting
Compile and submit a comprehensive monthly report of bid opportunities from Monday.com to appropriate personnel by the 5th of each month, ensuring all data is accurate and current.
Key Responsibilities
Upload and download files related to project documentation
Conduct internet research and utilize construction-related software and tools
Call and email vendors/subcontractors to request quotes, qualifications, and other essential information
Maintain and update subcontractor/vendor information in our internal database
Assist with subcontractor prequalification documentation
Proofread and assemble final proposals and bid packages for submission
Ensure information shared with estimators and project managers is complete, accurate, and well-organized
Provide administrative support to accounting, estimating, and construction staff
Qualifications
Working toward or completed a degree in Construction Management or a related field
Minimum 2 years of experience in the construction industry preferred
Ability to manage multiple priorities in a fast-paced environment
Experience with document control and scheduling systems
