Bid Coordinator

Job description

COMPANY OVERVIEW Upchurch is a rapidly growing, full-service building engineering company providing mechanical, plumbing, HVAC, and electrical services across the southeastern United States. Founded in 1970 and headquartered in Horn Lake, MS, Upchurch has grown through both organic expansion and strategic acquisitions, establishing a strong reputation for quality, reliability, and service excellence. We offer end-to-end solutions—from design and installation to ongoing maintenance and emergency support—helping clients maximize building performance, energy efficiency, and equipment lifespan. POSITION SUMMARY The Bid Coordinator – Preconstruction supports the MEP estimating and preconstruction teams by managing bid administration, organizing project documentation, building and maintaining estimating folder structures, coordinating bid invitations, and ensuring accurate, compliant, and on-time proposal submissions. KEY RESPONSIBILITIES Preconstruction & Estimating Support - Maintain standardized folder structures. - Set up new opportunities in estimating systems. - Organize project documentation including plans, specs, and addenda. - Maintain RFI and addenda logs. - Assemble proposal packages. - Update BuildOps CRM+ when directed. Bid Invitations & Trade Partner Engagement - Manage ITB processes using bid platforms. - Maintain subcontractor databases. - Coordinate pre-bid meetings and job walks. Communication & Coordination - Serve as primary bid communication point. - Manage company bid calendar. - Support bid-day activities and proposal delivery. Documentation & Compliance - Ensure correct bid forms and compliance. - Maintain file naming conventions and version control. Reporting & Continuous Improvement - Track KPIs and maintain dashboards. - Support process improvement and onboarding. QUALIFICATIONS - 1-4 years of preconstruction or estimating support experience. - Familiarity with mechanical construction preferred. - Experience with BuildingConnected, iSqFt, Bluebeam, and Excel. - Strong organizational and communication skills. KPIs for Success - Bid coverage: ≥3 qualified bids per major trade. - On-time submissions: ≥98%. - Document accuracy: zero invalidating errors. - Workflow compliance and improved trade engagement. Benefits: - Competitive pay based on experience. - Health, dental, and vision insurance. - Paid time off and holiday pay. - Opportunities for professional development and certification assistance. Equal Employment Opportunity: Upchurch Companies provides equal employment opportunities to all employees and applicants. We prohibit discrimination and harassment of any type based on race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.