Bid Coordinator & Takeoff Specialist

Bid Coordination

• Monitor and work regional bid inboxes daily, ensuring every invitation to bid is reviewed and dispositioned.
• Review incoming emails and determine if the bid request aligns with Gulf Coast Pavers’ product offering.
• Assign qualified bids to the appropriate region and estimator, flagging time-sensitive or high-value opportunities immediately.
• Track and record bid/no-bid decisions, including the reason for each no-bid.
• Monitor for and distribute addenda, bid date changes, and other general contractor correspondence to the assigned estimator.
• Download and file plan sets, specifications, and addenda in the correct project folder following company file and folder naming standards.
• Set up projects in STACK for takeoff and estimating, and create or update the corresponding bid record in the company bid tracking system.
• Manage and maintain the bidding schedule in STACK for all regions, keeping bid dates and statuses current.
• Review plan sets to identify the appropriate sheets and details to be added to STACK for takeoff.

Takeoffs

• Analyze project drawings, specifications, proposals, and other related documents to perform takeoffs.
• Perform takeoffs in STACK for paver, retaining wall, and related hardscape scope using company standards and naming conventions.
• Complete each takeoff by the agreed internal due date so the estimator has adequate time to price and submit the bid.
• Identify and document discrepancies or gaps between plans, specifications, and details, and raise questions to the Sales Estimating team well ahead of the bid deadline.
• Communicate with the Sales Estimating team to clarify scope of work, materials, and schedule requirements, and document these clarifications.
• Assist with final assembly of the estimate for presentation to the General Contractor/Owner.
• Collect and organize all bid documents and takeoff files for future reference and reuse.
• Complete paperwork and provide all job data accurately and timely.
• Actively participate in the internal estimate review process.
• Generate weekly and monthly bid activity and takeoff productivity reports.
• Develop and nurture relationships with the Sales Estimating team and Corporate team to streamline the sales estimating process.
• Maintain a high level of customer service and responsiveness in all job duties.
• Remain current with the latest estimating and takeoff technology and techniques.
• Identify and recommend areas for increased efficiency in the bid intake and takeoff process.

Key Technologies & Tools

• STACK