Bid & Outreach Coordinator (Finance)

DEPARTMENT: Estimating
FLSA STATUS: Exempt
REPORTS TO: Senior Proposal and Procurement Manager

Summary:

The Bid & Outreach Coordinator (BOC) plays a key role in overseeing and streamlining all aspects of bid preparation, submission, and outreach efforts. This role requires a proactive, organized and detail-oriented individual capable of managing complex administrative functions, supporting management, and ensuring seamless execution of bid processes. The BOC will lead the coordination of bid documents, including downloading plans, obtaining bid forms, and gathering necessary paperwork for submissions. Additionally, the BOC will manage the scheduling of bid pick-ups and drop-offs, and work closely with management to facilitate outreach efforts, including placing advertisements in industry publications such as the Washington Post, Blue Book, and Construct Connect. The BOC will track all bid bonds and certificates of insurance (COIs), providing addendum updates, and facilitating the upload of electronic bid documents into various software systems. The BOC will maintain a detailed log of bid results and ensure timely delivery of hard bids to agencies such as DC Water, DDOT, and local municipalities.

The ideal candidate for the Bid & Outreach Coordinator (BOC) role will have 3-4 years of contract and proposal experience, with strong administrative coordination skills (5+ years preferred). Proficiency in software systems (e.g., Oracle, Bid Express, Ariba, HCSS) and the ability to manage multiple priorities in a fast-paced environment are essential. The candidate should be detail-oriented, accurate, and customer-focused, with a proven ability to support the smooth execution of the bidding process and build relationships with subcontractors, clients, and vendors.

Primary Duties & Responsibilities:

• Respond to bid inquiries and clarify bid and outreach requirements.
• Tabulate and organize bid submission packages for management and estimators.
• Coordinate proposal bid projects and support management.
• Enter low bid results into HCSS and track potential jobs.
• Create and track MBE/WBE/CBE bid packets and Good Faith Efforts.
• Verify subcontractor certifications and licenses.
• Maintain updated MBE/WBE/CBE binder and certifications.
• Coordinate bond requests and ensure timely delivery.
• Track incoming and outgoing bonds and COIs.
• Provide daily potential job lists and coordinate checks with management.
• Follow up on one-pagers within 3-6 months to verify POC references.
• Track reports (e.g., Pepco, Exelon) in coordination with Erik.
• Assist with addendums and update bid packets.
• Populate bid line items and ensure timely retrieval of bid documents.
• Upload bid content into bidding software systems (e.g., Ariba, Bid Express).
• Organize and archive bid documents on shared drives and maintain project files.
• Assist with take-offs and data entry as needed.
• Review technical data and assist with RFP and bid submissions.
• Review, edit, and proofread bid content and forms
• Coordinate bid packet pick-up and delivery.
• Create and update binders for RFPs, SOQs, and project documentation.
• Update weekly PowerPoint presentations with team input.
• Place ads in publications (e.g., Washington Post, Baltimore Sun).
• Serve as backup for bid submission uploads.
• Coordinate and gather information for expense reports.

Secondary Duties & Responsibilities:

• Other administrative duties as warranted
• Assist in company events (i.e., holiday parties, staff and networking events, etc.

Required Qualifications:

• Maintain and abide by all safety requirements
• Ability to read and write in English
• Ability to work overtime as needed

Physical Demands

Sedentary

Lifting up to 50 pounds and occasionally lifting and/or carrying such articles as dockets, ledgers, and files. Walking and standing are required only occasionally.

Work Environment

Limited

General office environment infrequently exposed to extreme atmospheric conditions (temperature, noise, fumes, dust, etc.)

Pay Range: $63,000-$71,000

Benefits:

Anchor Construction Corporation offers competitive salary, paid holidays, 401k retirement plan, health insurance, dental insurance, vision insurance, life insurance, short term disability, accidental death & disability insurance, an employee assistance program, DC commuter benefits, and voluntary insurances such as long-term disability, hospital indemnity, critical illness, accident coverage and whole life insurance.

About Anchor

Anchor Construction Corporation is one of the Mid ‐ Atlantic Region's most respected and leading self ‐ performing utility and infrastructure firms, delivering superior solutions for public agencies, utilities, and businesses east and west of the Chesapeake Bay (throughout Maryland, Virginia, Delaware, and Washington, D.C.). Anchor offers construction services in a variety of markets including bridges, dry and wet utilities, and green infrastructure. Anchor employs over 450 professionals.

Anchor Construction is an Equal Employment Opportunity/Affirmative Action Employer. All qualified candidates will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability, protected veteran status or any other characteristic protected by law.

Note: Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.