Key Responsibilities

Bid Phase Support

• Assist the Estimating Manager in preparing and assembling competitive bid packages.
• Distribute drawings, specifications, and addenda to vendors and subcontractors.
• Maintain and update bid logs, calendars, and proposal tracking reports.
• Maintain and update vendor and subcontractor contact lists.
• Proactively solicit pricing from vendors and subcontractors.
• Make follow-up phone calls and send email reminders to ensure timely receipt of quotations.
• Collect, organize, and track subcontractor and supplier proposals.
• Coordinate bid-related correspondence, clarifications, and RFIs.
• Ensure all bid documents are complete, current, and properly formatted prior to submission.

Pre-Qualification & RFP Support

• Prepare and submit contractor pre-qualification packages for general contractors and owners.
• Maintain updated company information including safety data, insurance certificates, bonding capacity, and financial documentation.
• Track and manage online qualification portals (e.g., BuildingConnected, ISNetworld, SmartBid).
• Assist in preparing RFP/RFQ responses including resumes, project experience, and organizational charts.

Document Control & Administrative Coordination

• Maintain organized electronic project files and naming conventions.
• Upload and track drawings, revisions, and addenda.
• Support document management within company systems.
• Assist with project turnover documentation to operations upon award.
• Ensure compliance with Quality Air and Comfort Systems USA standards.

Qualifications

• 0–5 years of experience in construction administration, estimating support, project coordination, or related field.
• Associate or Bachelor’s degree in Construction Management, Business, Engineering, or related field preferred (or equivalent work experience).
• Strong organizational and time-management skills.
• Ability to manage multiple deadlines in a fast-paced, deadline-driven environment.
• Strong written and verbal communication skills.
• Must be comfortable making outbound calls to vendors and subcontractors to follow up on pricing and documentation.
• High attention to detail and accuracy.
• Basic ability to interpret construction drawings and specifications is a plus.

Preferred Skills (Not Required)

• Experience with Procore.
• Experience with Bluebeam.
• Familiarity with mechanical/HVAC construction projects.
• Exposure to bidding platforms such as BuildingConnected or SmartBid.
• Understanding of estimating workflows and pre-construction processes.