Bid Coordinator

Bid Coordinator – Electrical Construction

Department: Sales
Reports to: Estimator
Location: Columbus, Ohio
Company: Gibson Electrical LLC

Position Overview

Gibson Electrical LLC is seeking an organized, detail-oriented Bid Coordinator to support our estimating and preconstruction activities.

The Bid Coordinator serves as the administrative hub of the estimating department. This position is responsible for organizing bid opportunities, managing project documents, tracking deadlines and addenda, coordinating vendor and subcontractor outreach, and assembling proposals.

By keeping bidding activities organized and moving forward, the Bid Coordinator allows our estimators to focus on reviewing project scope, completing takeoffs, developing pricing strategies, and preparing competitive estimates.

Ideal Candidate

The ideal candidate is an administrative and detail-oriented professional who can manage bid organization, invitations, addenda distribution, construction plans, vendor outreach, and proposal assembly.

Electrical experience is not required. Previous construction, estimating-support, or project-coordination experience is preferred.

Key Responsibilities

Bid Opportunity Management

• Monitor incoming invitations to bid through email and construction bidding platforms.

• Review, organize, and track bid opportunities from receipt through award.

• Maintain bid calendars, tracking logs, and opportunity databases.

• Track bid deadlines, milestones, submission instructions, and compliance requirements.

• Coordinate bid reviews, bid/no-bid decisions, and strategy meetings.

• Schedule pre-bid conferences, site visits, and internal estimate reviews.

• Maintain accurate records of bid opportunities, results, and award notifications.

Bid Setup and Document Management

• Create and maintain electronic bid folders using company standards.

• Download and organize drawings, specifications, addenda, reports, and other project documents.

• Distribute bid documents to estimators and other team members.

• Maintain revision histories and addendum logs.

• Confirm that estimators, vendors, and subcontractors are working from current documents.

• Archive completed bids, proposals, and historical project records.

• Maintain organized project-document libraries for future reference.

Vendor and Supplier Coordination

• Identify vendors and suppliers applicable to each project.

• Distribute plans, specifications, scope information, and addenda.

• Request and track pricing for materials and equipment, including:

  • Distribution equipment and switchgear

  • Panelboards

  • Lighting systems

  • Generator systems

  • Fire alarm and low-voltage systems

  • Underground materials

  • Specialty electrical equipment

• Follow up on outstanding quotations.

• Confirm that vendors receive all revisions and addenda.

• Organize vendor quotations for estimator review.

• Maintain accurate supplier databases and contact information.

Subcontractor Coordination

• Identify and solicit qualified subcontractors for bid opportunities.

• Distribute project documents and scope information for pricing.

• Coordinate subcontractor site visits when required.

• Follow up on outstanding proposals and track participation.

• Organize subcontractor quotations, qualifications, and exclusions for estimator review.

• Maintain subcontractor databases and contact information.

• Develop professional relationships with qualified subcontractors.

Subcontractors may include excavation, concrete, directional boring, concrete cutting, traffic control, testing, commissioning, and specialty-system contractors.

Addendum Management

• Monitor bid websites and document repositories for project updates.

• Download and distribute addenda promptly.

• Maintain accurate addendum and revision logs.

• Confirm that estimating personnel, vendors, and subcontractors receive updated documents.

• Track required addendum acknowledgments.

• Ensure project files contain the most current information.

Estimating Team Support

• Gather project information requested by estimators.

• Assist with specification searches and document research.

• Obtain prevailing-wage documents when applicable.

• Support permit, code, and jurisdiction research.

• Coordinate bid-related correspondence and communications.

• Assist with estimating reports, workload planning, and bid scheduling.

• Help reduce the estimating team's administrative workload.

Proposal and Bid Submission Support

• Prepare and assemble professional proposal packages.

• Complete and organize bid forms, certifications, and supporting documents.

• Maintain standardized proposal, qualification, exclusion, and bid-form templates.

• Review bid packages for required documents and submission instructions.

• Coordinate electronic submissions and sealed-bid deliveries.

• Confirm successful receipt of submitted bids.

• Archive final proposals and supporting documentation.

Database and Reporting Management

• Maintain vendor, supplier, and subcontractor databases.

• Track bid submissions, results, awards, and departmental metrics.

• Prepare bid-tracking and estimating-support reports.

• Maintain accurate proposal templates and standardized forms.

• Support estimating process improvements and document-control standards.

Qualifications

• High school diploma or equivalent required

• Associate degree in business, construction management, engineering technology, or a related field preferred

• At least two years of administrative, construction-coordination, estimating-support, or bid-coordination experience preferred

• Construction industry experience preferred

• Familiarity with commercial construction bidding processes is a plus

• Electrical construction experience is helpful but not required

Skills and Competencies

• Strong organizational skills and attention to detail

• Ability to manage multiple projects, priorities, and deadlines

• Strong written and verbal communication skills

• Professional and dependable follow-up

• Effective problem-solving and time-management skills

• Ability to work independently and collaborate with a team

• Proficiency with Microsoft Outlook, Excel, and Word

• Familiarity with Adobe Acrobat or similar PDF software

• Ability to learn construction bidding platforms and electronic document-management systems

What Success Looks Like

A successful Bid Coordinator:

• Keeps all bid opportunities organized and accurately tracked.

• Ensures project documents and addenda are distributed promptly.

• Supports complete, accurate, and on-time bid submissions.

• Builds responsive relationships with vendors and subcontractors.

• Maintains current and reliable estimating records and databases.

• Reduces the estimating team's administrative workload.

• Creates consistency, efficiency, and accountability within the bidding process.

• Helps the company pursue and win profitable electrical construction work.

Career Growth

This position provides an opportunity to develop within the following career path:

Bid Coordinator → Estimator → Lead Estimator → Sales Manager

About Gibson Electrical LLC

Gibson Electrical LLC is a growing electrical contractor serving commercial, industrial, infrastructure, service, and fire alarm customers. We value quality workmanship, accountability, collaboration, safety, and long-term relationships with our employees, customers, and industry partners.

If you are highly organized, communicate professionally, enjoy coordinating multiple moving parts, and want to build a career in construction estimating, we encourage you to apply.

Background checks are not currently required as part of standard pre-employment screening under company policy. However, certain contracts or project sites may require background screening as a condition of employment on those specific jobs.

Gibson Electrical LLC reserves the right to modify, update, or implement pre-employment screening policies at any time based on business needs, client requirements, or contractual obligations. When applicable, employees will be notified of any required screening prior to assignment.

Per company policy, pre-employment drug screening is required for all applicants working in the field or on project sites. Applicants must be able to pass a drug screening as a condition of employment. Failure to pass the pre-employment screening may result in a job offer being rescinded.

All employees are also subject to random, reasonable suspicion, and post-accident drug and alcohol testing during employment. Failure to pass a drug or alcohol screening at any time during employment may result in disciplinary action, up to and including termination, in accordance with company policy.