Reference :
Administrative Assistant Bidding Coordinator
Category :
Contract :
Direct Hire
Job(s) available(s) :
Experience :
1-2 years
Studies level :
Wage :
$16-25$ / hr
Working place :

Our client, a well known and respected name in commercial construction with extensive projects in all areas of Kern County is actively seeking a talented AA-Biding Coordinator to add to their team.


  • Assist the estimating department, project managers, and administrative assistants at bidding time.
  • Maintain documentation and records on assigned projects.
  • Reports to the Lead Administrative Assistant.


  • Solicit bidders for all projects, keeping an accurate log of who was contacted, who will be bidding and their scope of work.
  • Maintain an updated master bidders list.
  • Prepare Company’s bid documents.
  • Prepare a spreadsheet for bidding.
  • Prepare, issue, and maintain union notifications.
  • Type and distribute project correspondence. Maintain correspondence logs and files.
  • Log and distribute drawings and specifications. Maintain related files and logs.


  • Type and distribute project correspondence. Maintain correspondence logs and files.
  • Log and distribute drawings and specifications. Maintain related files and logs; must be able to lift 30 pounds.
  • Compile and maintain subcontractor, vendor and key contact lists.
  • Coordinate project closeout. Compile guarantees and operating/maintenance information.
  • Type and distribute prime contracts, subcontracts and purchase orders. Log status of the same.
  • Monitor status of prime contractor and subcontractor insurance. Ensure current certificates are on file.
  • Log and distribute submittal data and drawings. Maintain related files and logs.
  • Type and distribute requests for proposals or quotes. Maintain request logs. Ensure timely responses to requests.
  • As assigned, type and distribute bid packages. Solicit proposals and quotes for individual packages. Record and summarize bid results.
  • Record in log which Prime Contractors are on site each day per daily reports. Record daily reports in Procore.
  • Take meeting minutes. Type and forward copies of minutes to all attendees.
  • Record modifications to contract documents on Record Sets
  • Place supply orders and order maintenance service on office equipment.
  • Work on certified payroll documents if project is prevailing wage.
  • Coordinates all work with the assigned project(s) with the Project Manager and/or Superintendent.
  • Cover Front Desk/Phones for Receptionist’s breaks.
  • Pick up Kitchen as assigned (usually 1-week every 2 months).
  • Assist other Administrative Assistants as needed.


  • Minimum 1-2 years prior general clerical work experience.
  • Proficiency in Microsoft Word & Excel.
  • Minimum typing speed of 45 wpm.
  • Customer Focus
  • Detail Oriented


  • This position operates in a professional office environment.
  • This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.


  • This is a full-time position.
  • Days and hours of work are Monday through Friday, 8:00 a.m. to 5 p.m.
  • Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.
  • Duties, responsibilities and activities may change at any time with or without notice.


  • Accurate, complete and orderly logs, files and reports
  • Timely completion of all assigned tasks

Laura Hill, CEO / Executive Recruiter | 661-340-5099 | This email address is being protected from spambots. You need JavaScript enabled to view it.