Job Title: Bid & Contracts Coordinator

Department: Preconstruction

Reports To: Sr. Vice President

Directly Supervises: None

W. E. Lyons Construction Co. is a leading commercial general contractor with a legacy of excellence and innovation since 1926. We pride ourselves on delivering high-quality projects on time and within budget while maintaining the highest standards of safety and integrity. Our team is dedicated to fostering growth, teamwork, and continuous improvement, ensuring long-term success for our clients and employees alike.

Position Objective: The Bid & Contract Coordinator leads W. E. Lyons Construction Co.’s bid management and contract administration efforts, ensuring projects launch with precision and full compliance. This fully onsite role drives the preparation, submission, and documentation of bids and manages contract execution from subcontractors to owners. You will be instrumental in protecting the company’s tradition of excellence by coordinating deadlines, documentation, and compliance from project pursuit to contract closeout.

Key Responsibilities and Duties

Bid Management and Support

• Actively search and monitor public portals and networks for bidding opportunities.
• Maintain RFQ tracking system and manage estimating folders.
• Download and organize bid documents from platforms like SmartBid, BuildingConnected, and PlanetBids.
• Prepare, notarize, and submit bid documents, both in-person and electronically.
• Coordinate bid bonds, builder’s risk insurance, and required bid security.
• Print, organize, and distribute subcontractor proposals.
• Coordinate Invitations to Bid (ITBs), distribute addenda, and ensure subcontractor engagement.
• Maintain subcontractor/vendor databases and update trade-specific information regularly.
• Attend internal bid review meetings and record minutes as needed.
• Track and manage bid calendars, ensuring timely submissions.

Subcontract and Owner Contract Administration

• Draft, issue, and manage subcontract agreements, including preparing exhibits and attachments.
• Track subcontractor negotiations, scope changes, and amendments.
• Collect and verify all compliance materials (insurance certificates, licenses, bonds, safety plans).
• Receive Notice to Award (NTA) and initiate owner contract administration.
• Prepare owner contracts for executive review and signature.
• Coordinate issuance of performance/payment bonds, builder’s risk insurance, and required certificates.
• Prepare and manage AIA documents for private sector projects.
• Maintain detailed contract files and logs for audit readiness and project start-up efficiency.

Compliance and Documentation

• Manage Good Faith Effort outreach documentation.
• Ensure all owner contract requirements (DVBE documents, safety plans, escrow agreements, etc.) are complete and timely.
• Maintain accurate electronic and physical documentation for bids and contracts.

Qualifications

• 3–5 years of construction industry experience, preferably in both bidding and contract administration.
• Strong familiarity with bidding platforms (SmartBid, BuildingConnected, PlanetBids) and construction contracts.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and DocuSign.
• High attention to detail with a strong sense of urgency.

• Ability to manage multiple deadlines and shifting priorities professionally.
• Knowledge of American Institute of Architects (AIA) forms preferred.

Skills and Experience Requirements

Educational and Professional Experience

• Associate or bachelor’s degree in construction management, Business Administration, or related field preferred but not mandatory.
• Experience in public works, bidding processes and platforms preferred
• Notary Public certification (or willingness to obtain)