Bid & Operations Coordinator

This is a fully remote position, open to applicants in United States.

📋 Description

• Daily search and monitoring of construction bid platforms (ConstructConnect, BuildingConnected, Construction Journal) and contact list services.

• Download, organize, and track bid documents along with submission deadlines.

• Input bid opportunities and contacts into HubSpot CRM according to established SOPs.

• Maintain pipeline stages, task deadlines, and activity logs effectively.

• Initiate outbound email campaign sequences for the leads that have been loaded.

• Utilize Copilot and/or ChatGPT to create project summaries from bid documents.

• Generate corresponding job records in NetSuite.

• Ensure all documents are filed in the appropriate system locations following naming conventions.

• Manage the executive Outlook inbox daily in accordance with established SOP.

• Prioritize items, create Planner tasks, escalate urgent matters via Teams, and compile end-of-day summaries using Copilot.

• Carry out all workflows in alignment with existing SOPs.

• Document new processes as they are created and refined to expand the company’s operational library.

• Highlight high-value bids, notable contacts, and time-sensitive deadlines directly to the executive for prioritized response.

• Develop pattern recognition for optimal project profiles over time.

⛳️ Requirements

• A minimum of 3-5 years in an operations, administrative, or bid coordination position.

• Proven proficiency with HubSpot, NetSuite or a similar ERP, Microsoft 365, and AI tools.

• Required discipline in high-volume data entry and research.

• Knowledgeable in contact and company record management, pipeline tracking, task logging, and initiating email sequences at a high daily volume.

• Practical experience with Copilot and/or ChatGPT for document summarization, data extraction, and formatted output.

• Capability to validate AI-generated content against source documents.

• Ability to efficiently handle large volumes of listings, platforms, and documents daily with accuracy.

• Demonstrated ability to follow detailed SOPs independently, maintain accuracy in repetitive tasks, and clearly document new workflows.

• Motivated, deadline-oriented, and takes full ownership of the daily pipeline.

• Preferred background in construction, architectural signage, specialty fabrication, or a related project-based contracting environment.

• Strong familiarity with construction bid platforms and bid document interpretation is a significant plus.

🏝️ Benefits

• Competitive salary.

• Opportunity to influence the HR function of a rapidly growing BPO.

• Collaborate closely with a team of industry leaders who have successfully scaled BPOs in the past.

• Opportunities for career growth and development.