Job Description

The Bid Specialist provides administrative and operational support to the Business Development and Bid Development team. This role is responsible for coordinating tasks, organizing documentation, gathering pricing inputs, and ensuring bid-related materials are compiled accurately and efficiently.

This position does not lead bid strategy or estimating efforts but plays a vital support role in maintaining organization, meeting deadlines, and ensuring documentation accuracy. The ideal candidate is highly organized, detail-oriented, technically proficient, and thrives in a structured, deadline-driven environment.

Key Responsibilities

Bid & Proposal Support

• Assist the Vice President of Business Development and Senior Bid & Estimating Manager with preparation and formatting of bid documents and proposal materials.
• Compile, organize, and assemble documentation for submission packages.
• Assist with maintaining bid folders, templates, checklists, and supporting documentation.
• Proofread documents for formatting consistency, grammar, and completeness.
• Assist with tracking bid deadlines and support milestone reminders.

Material Supplier Coordination

• Assist with distributing material pricing requests to suppliers as directed.
• Collect, organize, and track pricing responses.
• Maintain organized records of supplier communications and pricing documentation.

Scheduling & Administrative Coordination

• Assist as needed with scheduling internal bid review meetings and coordination calls.
• Prepare meeting notes and follow-up task summaries as needed.

CRM & Reporting Support

• Update notes or documentation within existing CRM opportunities as directed.
• Assist with data organization and reporting needs for the BD team.

Document & Process Support

• Assist with organizing archived bid files and historical data.
• Support continuous improvement of document organization and workflow processes

Physical Demands, Education & Other Requirements

The requirements and physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this position, with or without reasonable accommodation.

Qualifications

Education & Experience

• High school diploma or GED required
• Associate’s degree in Business Administration, Construction Management, Finance, or a related field preferred
• Equivalent combination of education and relevant experience will be considered
• 1–3 years of experience in an administrative, coordination, or support role preferred
• Prior experience supporting bids, proposals, sales, construction, utilities, or other deadline‑driven processes strongly preferred
• Experience working with cross‑functional teams (Business Development, Operations, Estimating, Finance) a plus

Technical Skills & Knowledge

• Proficiency in Microsoft Office (Word, Excel, Outlook); strong document formatting and file organization skills required
• Experience organizing and managing electronic files, shared drives, and templates
• Familiarity with CRM systems or bid tracking tools preferred (training provided)
• Ability to learn and follow established internal systems, templates, and workflows

Skills & Abilities

• Strong organizational and time‑management skills
• High level of attention to detail and accuracy
• Ability to manage multiple priorities and competing deadlines
• Clear written and verbal communication skills
• Ability to follow direction and established procedures
• Ability to work independently while maintaining accountability
• Professional discretion when handling sensitive or confidential information
• Thrives in a structured, detail‑oriented, deadline‑driven environment

Physical Demands & Work Environment

• Primarily sedentary work performed in an office or remote work environment
• Ability to sit for extended periods of time, with occasional standing or walking
• Frequent use of computer, keyboard, mouse, phone, and other standard office equipment
• Ability to read, review, and analyze documents in electronic and hard‑copy formats
• Ability to communicate verbally and in writing
• Occasional lifting or moving of files or office materials weighing up to 10–15 pounds
• Ability to maintain focus and concentration for sustained periods on detailed tasks

Additional Requirements

• Ability to work extended or flexible hours as needed to support bid deadlines (overtime eligible)
• Must be able to pass pre‑employment background and drug screening, where required

Salary Range: $22 - $31

This position is non-exempt and eligible for overtime pay in accordance with federal and state laws.

UniTek Global Services is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by law.