Bid Coordinator

Crystalia Glass LLC is a leading provider of premium glass products, dedicated to transforming spaces with elegance and sophistication. With a commitment to craftsmanship and innovation, we specialize in designing and manufacturing high-quality glass solutions for residential and commercial projects.

Founded in 2017 in New York, the company has expanded its presence with offices in Los Angeles, Florida, and Texas. As a nationwide company, we serve clients across America, offering our signature glass products and services to diverse markets.

We’re looking for a detail-oriented Technical Bid Coordinator to join our team. In this role, you’ll manage different parts of our glazing projects and make sure everything runs smoothly. Your knowledge will be key to delivering high-quality results.

Technical Review & Scope Identification

• Review received bid packages including architectural drawings, specification documents, and bid requirements to evaluate project viability and scope compatibility.
• Identify technical scope related to aluminum systems, steel systems, glass types, and associated hardware.
• Coordinate with the Bid Coordinator and Bid Manager regarding required documentation (COI, certificates, agreements) and technical clarifications.
• Analyze project drawings including: floor plans, elevations, sections, details, door schedules, hardware schedules, specifications.
• Identify all relevant aluminium, steel and glazing components required for accurate project evaluation.

Project Filtering

• Act as the primary technical filter for incoming project opportunities.
• Evaluate project suitability before forwarding approved projects to the estimation team.
• Maintain and update the bid pipeline and stage in HubSpot to reflect project status and progress.

RFI and Addendums

• Identify missing information, inconsistencies, or technical issues in bid documents.
• Draft and coordinate formal RFIs to obtain necessary clarifications.
• Review project addendums and revisions to identify scope changes.
• Coordinate updates with the estimation team immediately to ensure estimates remain accurate.

Technical Support

• Provide technical support to estimators during the bid preparation process.
• Assist in modifying estimates based on updated project documentation.
• Support the team by preparing accurate quantity take-offs, and estimates if required.
• Support the team in reviewing technical feasibility of proposed solutions.
• Support preparation of bid submission packages. Verify technical documentation accuracy and completeness. 

Bids Ownership & Coordination 

• Own and maintain the bid pipeline within HubSpot; bid stages, deadlines, submission requirements, and project statuses.
• Ensure all opportunities are properly associated with projects, companies, and contacts within CRM.
• Maintain visibility and organization of the technical bid pipeline to support estimation workflow efficiency.
• Coordinate procurement and collection of required bid documents including: Certificates of Insurance (COIs), Bonds, Licenses, Certifications, Safety records, Compliance documentation.
• Maintain organized and secure documentation systems.
• Work closely with the team to ensure all technical clarifications and updates are communicated to the client before submission deadlines.
• Ensure smooth information flow between the Bid Department and Estimation Team.

• Minimum 2–3 years of experience in construction, engineering, estimation or technical project support.
• Experience reviewing architectural drawings, specifications, and construction documentation.
• Experience in aluminum, glass systems, or related construction sectors is an advantage.
• Experience working with technical drawings, floor plans, elevations, sections, and construction details.
• Experience managing bid workflows, deadlines, and submission processes. 
• English proficiency at C1 level.
• Russian language is a plus.
• Experience or knowledge with take-off software is a plus, such as:
• Bluebeam
• PlanSwift
• Similar drawing analysis tools
• Basic knowledge of CRM or project tracking systems.
• Proficiency in Google Suite (Docs, Sheets, Slides).

Professional Skills:

• Strong ability to interpret architectural drawings and technical specifications.
• Ability to identify project scope related to aluminum, steel, and glass systems.
• Ability to analyze bid packages and determine project suitability.
• Strong coordination skills when working with estimators.
• Ability to identify missing information or discrepancies in bid documentation.
• Strong analytical thinking and problem-solving skills.
• Ability to support preparation of complete and accurate bid packages.

• Fully remote job opportunity.
• 8.30 - 5 PM EST (NY time zone).
• Joining a highly professional and dynamic team.
• B2B contract
• Transparent career growth opportunities with a focus on professional and financial development.