Bid Coordinator & Take Off Specialist

About the Role

A US-based commercial paving and hardscape construction company operating across multiple regions is seeking an offshore Bid Coordinator and Takeoff Specialist to support its Sales Estimating teams. This is a front-end bid process role: you will manage bid inboxes, qualify incoming invitations, set up projects in STACK, and perform quantity takeoffs so that estimators can focus their time on pricing and sales activity.

This role carries significant organizational visibility and sits at the core of the company's growth and business development process. Accuracy, consistency, and diligence are essential - a missed bid date or an imprecise takeoff has a direct impact on the company's ability to compete and win work. The ideal candidate combines construction takeoff experience with strong written communication, self-management, and a high level of professionalism working across time zones.

Key Responsibilities

Bid Coordination

• Monitor and work the regional bid inboxes daily, ensuring every invitation to bid is reviewed and dispositioned without delay
• Review incoming bid requests and determine whether the scope aligns with the company's product and service offering
• Assign qualified bids to the appropriate region and estimator, flagging time-sensitive or high-value opportunities immediately
• Track and record bid and no-bid decisions, including the reason for each no-bid
• Monitor for and distribute addenda, bid date changes, and other general contractor correspondence to the assigned estimator
• Download and file plan sets, specifications, and addenda in the correct project folder following company file and folder naming standards
• Set up projects in STACK so takeoff and estimating can proceed; create or update the corresponding bid record in the company's bid tracking system
• Manage and maintain the bidding schedule in STACK across all regions, keeping bid dates and statuses current
• Review plan sets to identify the appropriate sheets and detail pages to be added to STACK for takeoff

Takeoffs

• Analyze project drawings, specifications, proposals, and related documents to perform accurate quantity takeoffs
• Perform takeoffs in STACK for paver, retaining wall, and related hardscape scope using company standards and naming conventions
• Complete each takeoff by the agreed internal due date so the estimator has sufficient time to price and submit the bid
• Identify and document discrepancies or gaps between plans, specifications, and details; raise questions to the Sales Estimating team well ahead of the bid deadline
• Communicate with the Sales Estimating team to clarify scope of work, materials, and schedule requirements, and document all clarifications
• Assist with final assembly of the estimate for presentation to the general contractor or owner
• Collect and organize all bid documents and takeoff files for future reference and reuse
• Actively participate in the internal estimate review process

Reporting and Process Improvement

• Generate weekly and monthly bid activity and takeoff productivity reports
• Develop and maintain strong working relationships with regional Sales Estimating teams and the Corporate team to enhance bid accuracy and improve win rates
• Identify and recommend areas for increased efficiency in the bid intake and takeoff process
• Remain current with the latest estimating and takeoff technology and best practices

Systems

The company's primary takeoff and estimating platform is STACK. Additional tools in use include Microsoft Office 365 (Outlook, Excel, Word, Teams, SharePoint), PDF markup tools, and Airtable for project tracking. Prior experience with STACK is strongly preferred; full onboarding on internal workflows will be provided.

Qualifications

Required

• Minimum 2 years of relevant work experience; experience in construction takeoffs and estimating strongly preferred
• Ability to read and interpret construction drawings, specifications, and blueprints accurately
• Working knowledge of takeoff and estimating techniques, construction terminology, and cost estimation principles
• Proficient in takeoff and estimating software (STACK preferred) and Microsoft Office 365
• Strong written and verbal English communication skills with the ability to collaborate clearly across time zones and in a fully remote environment
• Excellent attention to detail and analytical problem-solving skills
• Strong organizational and time-management skills; ability to manage multiple bids simultaneously and meet consistent deadlines
• Ability to work independently with minimal supervision while remaining responsive and collaborative with the US-based team
• Reliable high-speed internet connection, a backup power and connectivity plan, and a dual-monitor workstation capable of running plan review and takeoff software
• Quiet, secure work environment appropriate for handling confidential project and pricing information

Preferred

• Bachelor's degree in Construction Management, Business Administration, Engineering, or a related field
• Experience in the hardscape, landscape, masonry, paver, retaining wall, or flooring industry
• Hands-on experience with STACK takeoff software
• Prior experience supporting a US-based construction team, general contractor, or subcontractor bid process
• Experience with Airtable or similar CRM and project tracking tools

Requirements

This is a full time role

Up to $8/hr

100% Remote