Construction Estimator / Bid Coordinator

We are hiring an experienced Construction Estimator / Bid Coordinator to support a growing U.S.-based construction and facilities services company.

This is a hands-on construction role covering two major workstreams:

1. Government / Prime Contractor Bids
Supporting federal, state, and municipal solicitations as a prime contractor.

2. General Contractor / Subcontractor Bids
Preparing bids for self-performed construction and facility services for national and regional general contractors.

This is not a general administrative or data-entry position. You will work directly with construction documents, specifications, subcontractors, general contractors, pricing, bid requirements, and multiple active opportunities simultaneously.

The client typically has 6–10 active pursuits running in parallel, across multiple U.S. states, each with its own scope, documentation, subcontractors, and deadlines.

We are looking for someone with genuine construction estimating experience who can take ownership of the bid process with minimal supervision.

KEY RESPONSIBILITIES
Government / Prime Contractor Bids
Monitor ---------- and other U.S. procurement portals for relevant solicitations.
Track amendments, Q&A deadlines, site visits, and bid submission deadlines.
Review PWS, SOWs, specifications, drawings, and solicitation documents.
Extract scope requirements, forms, certifications, submittals, deadlines, and compliance requirements.
Identify required trades and subcontractors.
Research and source qualified subcontractors in the project geography, including unfamiliar markets.
Contact subcontractors by phone and email to discuss scope and obtain pricing.
Communicate scope requirements, site requirements, payment terms, personnel requirements, and quote deadlines.
Collect, organize, compare, and evaluate subcontractor proposals.
Identify exclusions, scope gaps, pricing inconsistencies, and items requiring clarification.
Follow up persistently with subcontractors to obtain quotes before internal deadlines.
Prepare bid schedules, unit-price tables, and required government forms accurately and on time.

Phone outreach is a significant part of this position. You must be comfortable speaking directly with U.S. subcontractors and contractors.

General Contractor / GC Bids

The client also bids self-performed work directly to national and regional general contractors, including:

Post-construction cleaning
Rough and final cleaning
Interior and exterior glass
Pressure washing
Division 9 and Division 10 scopes
Related facility and finishing services

You will:

Monitor invitations to bid through email and GC bid platforms.
Review ITBs, plans, specifications, and project schedules.
Identify the complete scope of work, including requirements located in other specification sections.
Complete GC bid forms accurately, including alternates, unit prices, allowances, sales tax treatment, bond and insurance requirements, union status, parking requirements, and project-specific exhibits.
Prepare and submit proposals to GC estimating and preconstruction contacts.
Confirm receipt of submitted bids.
Follow up consistently with GCs until the opportunity is awarded or closed.
Track bid-date changes, competitiveness, expected award timing, and feedback.
Maintain a live log of outstanding GC quotes, including project, GC, contact, value, submission date, last contact, next follow-up date, and status.
Support scope clarification and change-order documentation on awarded projects.

ESTIMATING & BID COORDINATION

Across both workstreams, you will:

Review lengthy construction documents and quickly identify critical requirements.
Extract and organize information from complex project documents.
Build and maintain multi-tab Excel pricing workbooks.
Use linked formulas properly rather than hardcoding values where formulas belong.
Verify that inputs flow correctly through dependent tabs before submission.
Maintain accurate estimating, bid, subcontractor, and quote records.
Manage multiple active bids and competing deadlines simultaneously.
Communicate professionally with subcontractors, vendors, GCs, contracting officers, and other stakeholders.
Use AI and other technology tools to improve document review, research, sourcing, and estimating workflows.

CONFIDENTIALITY & DOCUMENT CONTROL

Confidentiality is a non-negotiable requirement of this role.

You will be expected to:

Properly redact solicitation numbers, agency/end-client identities, and project-identifying information from documents before subcontractor outreach when required.
Ensure unredacted project details are released only when authorized.
Clearly identify documents as internal or external before sending them outside the company.
Ensure client-facing documents contain only approved billing information.
Never disclose internal cost data, margins, payroll information, or other confidential information to clients, GCs, or subcontractors.
Properly communicate and enforce non-circumvention requirements in subcontractor correspondence.

REMOTE WORK & HUBSTAFF

This is a fully remote position supporting a U.S.-based construction client.

Hubstaff will be used for time tracking and work activity monitoring.

You must be comfortable working independently in a structured remote environment and maintaining consistent productivity during scheduled U.S. business hours.

You are expected to:

Accurately track working hours through Hubstaff.
Remain available during agreed working hours.
Maintain reliable communication with the client and team.
Respond promptly to time-sensitive bid and subcontractor matters.
Meet deadlines without constant follow-up.
Take ownership of assigned bids from start to finish.

REQUIRED QUALIFICATIONS
5+ years of experience in construction estimating, bid coordination, construction procurement, or a closely related role.
Demonstrated experience reading and interpreting PWS, SOWs, specifications, plans, or other construction documents.
Hands-on experience sourcing subcontractors and discussing scope and pricing by phone.
Strong Excel skills, particularly multi-tab workbooks with linked formulas.
Strong spoken and written English.
Professional and confident phone presence.
Experience managing multiple bids, deadlines, and stakeholders simultaneously.
Strong organization and follow-through.
Ability to work independently with minimal supervision.
Availability during U.S. business hours across multiple time zones.
Ability to make and receive calls through a U.S.-reachable phone number.

PREFERRED QUALIFICATIONS

The following are a strong advantage:

Experience with federal procurement and ---------- .
Familiarity with CLIN structures, set-asides, bid schedules, and wage determinations.
Knowledge of Service Contract Act (SCA) and Davis-Bacon requirements.
Experience with GC bid invitation platforms.
Experience with post-construction cleaning, Division 9/10 trades, or facility services.
Experience performing quantity takeoffs from drawings.
Familiarity with Bluebeam or construction estimating software.
Experience using AI tools for document review, research, sourcing, or estimating.

WHO WE'RE LOOKING FOR

We're looking for a construction professional who can hit the ground running.

You should be someone who:

Understands construction documents rather than simply processing them.
Can identify scope gaps and potential issues.
Is comfortable speaking directly with U.S. contractors and subcontractors.
Can source subcontractors in unfamiliar markets.
Can evaluate and normalize competing quotes.
Can manage several active bids without losing track of deadlines.
Follows up proactively instead of waiting for responses.
Takes ownership and keeps the bid pipeline moving.
Knows when to make a recommendation and when to escalate a decision.

If your experience is primarily administrative or data-entry based, this is not the right role.

If you have genuine construction estimating experience and enjoy the challenge of getting bids across the finish line, we want to hear from you.

SCOPE OF AUTHORITY

You will own the estimating and bid coordination process, but you will not have final authority over pricing or contractual commitments.

You will prepare, organize, analyze, and recommend, but you will not:

Set final pricing or margins.
Make final bid/no-bid decisions.
Sign or commit the company to a subcontractor, general contractor, or government agency.

The expectation is ownership of the process, not authority over the final number.

SELECTION PROCESS

Shortlisted candidates will be evaluated through practical work samples, not interview answers alone.

Candidates may be asked to complete:

1. Document Extraction Exercise

Given a 40–60 page PWS, produce a one-page summary within one hour identifying:

Scope
Required trades
Submittals and forms
Site visit date
Q&A deadline
Bid due date, time, and time zone

2. Subcontractor Outreach Exercise

Given a live solicitation, prepare the outreach package you would use to contact subcontractors.

3. Quote Normalization Exercise

Given three subcontractor quotes with different inclusions, exclusions, and units, prepare an apples-to-apples comparison and identify the questions you would send back to each subcontractor.

4. Live Call / Role Play

Participate in a short scope and pricing call to assess your communication skills and phone presence.

APPLICATION QUESTION

Please answer this question in your application:

Walk us through the most recent federal solicitation or GC bid package you personally worked on. What was the project, what was your role, and what did you personally produce?

Please provide specific details about your hands-on work. Generic descriptions of your previous employer's responsibilities will not be sufficient.

READY TO TAKE OWNERSHIP OF THE BID PROCESS?

If you have real construction estimating experience, strong construction document skills, confidence communicating with U.S. contractors, and the ability to manage multiple bids independently, we'd like to hear from you.

To apply:

Complete the application form.
Upload your updated CV.
Submit your short introduction video.
Answer the application question about the most recent federal solicitation or GC bid package you personally worked on.

Please be specific about your hands-on experience. We are looking for someone who has actually worked on construction bids—not someone who has only provided general administrative support.

Apply Here – ----------