Position Summary

The bid clerk is responsible for providing administrative support to the Preconstruction Services Team in all phases of construction, especially during the early phases of project acquisition. The bid clerk holds a highly supportive role within the Team and is instrumental in keeping the Team organized and on schedule. Additionally, Bid Clerks offer assistance to the Business Development Team with prequalification packages. Bid Clerks will often find themselves requesting plans to be printed, advertising projects online, talking with trades and vendors, gathering quotes, and maintaining accurate records within the Team.

Reasonable Accommodations Statement

To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the essential functions.

Essential Functions

Safety Responsibilities

  • Prioritizes safety as the utmost importance, even before production, and promotes a team culture that makes safety the primary focus for all employees at all times.
  • Adheres to safety procedures in accordance with OSHA safety policies and regulations.

Strategic Responsibilities

  • Fully understands and shares a passion for the Company’s core values, vision, mission, and objectives.
  • Builds and maintains strong relationships as trusted advisors to our clients.


Bid Lists

  • Assists the Estimator and Preconstruction Services Manager in selecting subcontractors and vendors.
  • Maintains a current bid list of prequalified subcontractors, vendors, and other providers in their respective CSI divisions and territories and assists new trade partners in prequalification as necessary.
  • Researches markets for new potential trade partners and actively solicits subcontractors in each market to bid on upcoming projects.
  • Manages a bid calendar for all potential upcoming projects

Bid Assistance

  • Uploads and downloads plans and construction documents at Preconstruction from Architects and Consultants.
  • Creates job specific bidders’ lists gathering information from the SPAN bidders’ list and Google/Bluebook and facilitates bid solicitation and updates lead estimator on bid status.
  • Distributes invitations to bid including bid documents on new projects to all potential bidders on the bidding list.
  • Maintains logs of all communication with each trade partner including emails, phone call logs, meeting minutes, and conversations as it pertains to the bid and contract.
  • Assists the Estimator in communicating all owner and/or design consultants’ team-triggered changes to the appropriate bidder and to all bidders when necessary.
  • Assists the Estimator in responding to Requests for Information (RFIs).
  • Assists the Estimator in receiving and reviewing bids.
  • Assists the Estimator in preparing bid approvals and/or revision requests.

Cost Estimation and Budgeting

  • Assists the Estimator in negotiating with vendors where needed.
  • Assists the Estimator in managing, updating, and maintaining the Smartsheet Bid Center.
  • Assists the Estimator in verifying and confirming project schedules, taxes, Davis Bacon and other prevailing wage requirements (e.g, state-specific requirements or apprenticeship requirements), and freight costs.
  • Assists the Estimator in inputting labor and material data into applicable project platforms.
  • Assists in gathering actual costs for the project and updating the historical cost database once a project is complete.

Project Planning and Design

  • Assists the Estimator and Preconstruction Services Manager in setting up bid schedules.
  • Assists the Estimator and Preconstruction Services Manager in formulating bid strategies.
  • Acquires basic knowledge of how to use all modules/sections in the program, and how they function both independently and collectively.
  • Enters all projects once an agreement or contract has been executed.
  • Exports estimates into Sage 300.
  • Assists Accounting Team with integration of projects into Procore.
  • Enters prime contracts and schedule of values into Procore/Sage 300.

Procore

  • Acquires basic knowledge of how to use all modules/sections in the program, and how they function both independently and collectively.
  • Enters all projects once an agreement or contract has been executed.
  • Exports estimates into Sage 300.
  • Assists Accounting Team with integration of projects into Procore.
  • Enters prime contracts and schedule of values into Procore/Sage 300.

Project Handoff

  • Assists in the preparation of detailed handoff meetings to the Construction Management team, including engaging the Operations Team and inputting information and data into applicable databases and platforms.
  • Records feedback from the meeting and assists the Preconstruction Services Team in preparing and executing resulting action items and reporting status thereof.

Skills and Abilities

Education:

High school graduate or equivalent.

Experience:

3 years of experience in administrative support.

Experience with contract execution/tracking, estimating, takeoff software, BIM360, Autodesk Construction Cloud, Procore, and Smartsheets preferred.

Computer Skills:

Possess strong computer skills; proficient with Microsoft Word, Excel, PowerPoint, and Outlook. Type 45 words per minute.

Certifications & Licenses:

None.

Other Requirements:

Must be able to receive instruction and supervision. Ability to work on multiple projects simultaneously; prioritizing/multitasking in order to complete a high volume of work.