Office Manager / Bid Coordinator

Job Summary

Oversees daily office operations and administrative functions for a civil construction company, with primary responsibility for bid coordination, financial tracking, and compliance management.

Manages the full bid lifecycle from solicitation review through final submission, ensuring all proposals are accurate, complete, and compliant with municipal, state, and federally funded project requirements. Coordinates with estimators, project managers, and ownership to compile competitive bid packages and performs detailed reviews of pricing, quantities, and calculations to prevent errors.

Processes payroll and tracks weekly field expenditures, generating internal financial reports to provide visibility into project spending and overall cash flow.

Responsible for accounts payable functions, including processing and paying office bills, maintaining vendor relationships, and ensuring timely and accurate payments.

Prepares and organizes all required compliance documentation including bid bonds, insurance certificates (COIs), contractor licensing, W-9s, and E-Verify requirements. Ensures all submissions meet strict deadline, formatting, and delivery requirements.

Maintains organization across multiple active bids and projects, tracking deadlines, pre-bid meetings, and addenda while ensuring nothing is missed.

Serves as a critical quality control checkpoint, identifying discrepancies, correcting errors, and ensuring all outgoing documents reflect a professional and accurate final product.

Plays a key role in both operational efficiency and financial oversight, bridging the gap between field activity, estimating, and office management.

Position requires strong attention to detail, ability to manage multiple deadlines, and a working understanding of construction bidding and compliance processes.

• Manage full bid lifecycle from solicitation to final submission
• Review and validate estimates, quantities, and pricing for accuracy
• Assemble complete bid packages, ensuring compliance with all requirements
• Coordinate and obtain bid bonds, insurance certificates (COIs), and required documentation
• Track deadlines, pre-bid meetings, addenda, and submission requirements across multiple projects
• Process payroll and maintain accurate employee records
• Track weekly field expenditures and generate internal financial reports
• Handle accounts payable, including paying office bills and managing vendor relationships
• Maintain organized records of contracts, compliance documents, and active bids
• Order and manage office supplies and administrative needs
• Develop project narratives, schedules, and supporting bid documentation
• Perform final quality control on all submissions to prevent errors and omissions

Pay: $24.27 - $29.22 per hour

Work Location: In person