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.
RESPONSIBILITIES :
- 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.
TASKS – BIDDING:
- 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.
TASKS – ADMINISTRATIVE ASSISTANT:
- 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.
COMPETENCIES:
- Minimum 1-2 years prior general clerical work experience.
- Proficiency in Microsoft Word & Excel.
- Minimum typing speed of 45 wpm.
- Customer Focus
- Detail Oriented
WORK ENVIRONMENT:
- 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.
POSITION TYPE AND EXPECTED HOURS OF WORK:
- 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.
PERFORMANCE MEASUREMENT:
- Accurate, complete and orderly logs, files and reports
- Timely completion of all assigned tasks