Availability Professional Staffing
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Brittany De Luca (formerly McGee)
Bid & Contract Coordinator - Construction
Posted: 07/10/25
2025-06-27
2025-08-09
Employment Type:
Direct Hire
Job Number: 10873
Job Description
Bid & Contract Coordinator - Construction Office
Stanislaus County
Comp: $25-$30/hr
Direct Hire
Position Overview
The Bid & Contract Coordinator provides essential administrative support to the estimating and project management teams during both pre-construction and active construction phases. This role helps manage documentation, coordinate subcontractors and service providers, track schedules, and assist in material takeoffs and project setup.
Key Responsibilities
Bid Coordination & Estimator Support
Collaboration & Coordination
Skills & Qualifications
Growth Opportunities
This role offers exposure to both estimating and project engineering workflows, with potential to grow into in-house takeoff duties, project engineer support, or bid coordination leadership roles.
Stanislaus County
Comp: $25-$30/hr
Direct Hire
Position Overview
The Bid & Contract Coordinator provides essential administrative support to the estimating and project management teams during both pre-construction and active construction phases. This role helps manage documentation, coordinate subcontractors and service providers, track schedules, and assist in material takeoffs and project setup.
Key Responsibilities
Bid Coordination & Estimator Support
- Maintain and update the Bid Calendar and Bid Log with new RFPs and job opportunities.
- Attend weekly bid review meetings; take and distribute notes as needed.
- Set up and manage job folders (digital and physical), ensuring all bid documentation, plans, and requirements are organized and accessible.
- Send project plans to estimating tools software and assist in validating or simplifying quantities.
- Perform and support basic in-house takeoffs to help estimators prepare bids, order material, or plan labor and equipment needs, i.e.: square footage of asphalt paving (e.g., 10,000 SF), tons of aggregate base (e.g., 150 tons), linear feet of trenching (e.g., 300 LF).
- Distribute bid documents to subcontractors and track their responses and compliance.
- Assist with DBE/DVBE outreach and solicitation tracking for public projects.
- Help ensure all required documents (e.g., bid bonds/financial agreements, schedules, contractor licenses/certifications, cover letter/qualification statements) are completed and submitted on time.
- Coordinate site walks to ensure subcontractors receive up-to-date drawings and bid information.
- Support handoff meetings between Estimators and Project Managers; take notes and assist in transition.
- Assist with new job setup: Print plans and field binders. Coordinate and submit submittals, staking requests, and compaction testing. Track soil/ground compaction results and file accordingly.
- Schedule and track project startup items, i.e.: water meter deliveries, porta-potties for job sites, and temporary traffic control setup.
- Once the company has won the job, assist with post-award material takeoffs to help the PM or PE determine the actual quantities of materials needed to order and deliver for construction.
- Coordinate quotes for materials and trucking services when needed.
- Coordinate field support activities such as equipment logistics and daily jobsite needs.
- Ensure materials and services align with takeoffs and crew timelines, i.e.: delivery of 50 tons of AB, scheduling a sweeper for post-grind cleanup, or confirming water truck service for dust control.
- Support workforce planning meetings and maintain task tracking tools or whiteboard notes.
- Monitor and document project communication and compliance with city/county regulations as directed.
Collaboration & Coordination
- Subcontractors: Distribute drawings/specs, confirm participation, coordinate timelines, and ensure proper documentation is collected and filed.
- Service Providers: Communicate project needs to third-party services (e.g., testing labs, trucking companies) and track deliverables.
- Municipal Agencies: Assist in preparing and submitting public project forms, permits, bonds, and compliance documentation.
- Internal Teams: Support Estimators, PMs, Foremen, and Superintendents with timely and accurate project documentation, coordination, and communication.
Skills & Qualifications
- 1–3 years of administrative experience in construction, engineering, estimating, or project coordination.
- Familiarity with construction documents, such as bid forms, plans, specifications, submittals, and compliance paperwork.
- Experience coordinating with subcontractors, service providers, or testing labs is a strong plus.
- Comfortable reading and interpreting basic construction plans (e.g., identifying square footage, materials called out).
- Prior exposure to material takeoffs, estimating software, or construction scheduling tools (i.e., EarthCalc, Bluebeam, or similar).
- Experience working with public works bid requirements, including bid bonds and DBE/DVBE documentation, is desirable.
- Proficiency with Microsoft Office Suite, especially Excel, Outlook, and Word.
- Ability to organize and manage both digital and physical job files.
- Strong attention to detail, ability to meet deadlines, and excellent follow-through.
Growth Opportunities
This role offers exposure to both estimating and project engineering workflows, with potential to grow into in-house takeoff duties, project engineer support, or bid coordination leadership roles.
Meet Your Recruiter
Brittany De Luca (formerly McGee)
Account Executive II
Brittany is a Central Valley girl at heart. She was born and raised in Stockton, but moved to San Diego where she attended SDSU and was a member of Alpha Phi Sorority. After earning her degree in Marketing Brittany decided to stick around the San Diego area and began her management career in hospitality. It wasn’t too long before Brittany realized the sun and sand were great, but her heart was with her family in Northern California. She moved back to Stockton in 2014 and that is when she started her career as a Staffing Consultant and Recruiter for professional services. When Brittany isn’t helping people find their next career opportunity you can find her playing with her niece and nephew or exploring the outdoors with her German Shepard, Bear.
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