Overview

We are seeking a highly organized, details-driven, and proactive Client Success | Bid Coordinator to play a pivotal role in supporting our rapidly growing construction consulting business. This unique hybrid role bridges the gap between client relations and operational bid execution. You will act as the operational backbone for our clients—onboarding them seamlessly, keeping them structured with clear reporting, and coordinating complex commercial bidding timelines.

Schedule

Part-time to start (20–25 hours per week) with growth potential. Hours may scale up as client volume and operations expand.

Responsibilities

1. Client Onboarding & Success (40%)

• Smooth Onboarding Transitions: Own the post-sales client kickoff process. Collect and audit all critical business documents, estimating parameters, and regional preferences.
• Account Setup: Provision and configure new client files in internal systems, shared drives, and tracking dashboards.
• Active Relationship Support: Serve as a secondary point of contact for clients. Respond to standard updates, coordinate meetings, take highly structured meeting minutes, and track follow-up tasks.
• Stakeholder Reporting: Prepare and distribute consistent weekly/monthly operational status reports to clients, ensuring they see immediate, organized value.

2. Commercial Bid Operations Support (40%)

• Bid Pipeline Monitoring: Maintain the master bidding calendar, track RFPs/RFQs, and monitor submission timelines across multiple accounts.
• Document and File Management: Organize incoming construction plans, blueprints, specifications, and scope addenda in structured, client-facing folders.
• Quality Assurance Formatting: Help format proposals, gather subcontractor quotes, check submission checklists, and ensure no administrative elements are missing before a hard bid deadline.
• Deadline Coordination: Proactively follow up on open bid opportunities and coordinate with estimating teams to prevent delivery bottlenecks.

3. Internal Team Coordination (20%)

• Project Tracking: Update and maintain internal project boards (e.g., ClickUp, Trello, HubSpot CRM) to ensure real-time accuracy.
• Cross-functional Communication: Act as a central communication link between the sales, estimating, and marketing departments.
• SOP Maintenance: Keep standard operating procedures updated as workflows evolve.

Requirements

• Industry Context: Direct experience supporting commercial bidding, RFP/RFI tracking, construction administration, estimating coordination, or commercial real estate is strongly preferred.
• Communication Prowess: Exceptional verbal and written English. You can comfortably interface with corporate executives and construction managers alike.
• Extreme Multi-tasker: Capable of balancing detailed spreadsheet management with high-frequency client emails without dropping details.
• Tech-Savvy: Highly proficient in modern business suites (MS Office/Excel, Google Workspace, Shared Drives). Experience with Hubspot CRM, ClickUp, or specialized bidding systems is a significant advantage.
• Self-Governing: A strong remote-work ethic. You do not need to be micro-managed to hit hard deadlines.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring

Note

Please click the Apply button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.