Bid Coordinator, Fabricated Signage

Position Summary

While working as a Bid Coordinator (fabricated Signage), you will be tasked with fulfilling duties and performing tasks related to supporting the sales, estimating, and production teams by managing the flow of bid requests, gathering required information, preparing bid documentation, and maintaining accurate schedules. This position ensures that estimates and proposals are delivered on time, project details are properly documented, and cross-department communication stays aligned throughout the pre-production process. The Bid Coordinator helps drive efficiency, accuracy, and customer responsiveness, directly supporting revenue growth and operational performance.

Essential Duties & Key Responsibilities 

Bid & Estimating Support

• Receive, review, and organize incoming bid requests, RFPs, drawings, and specifications.
• Coordinate with Sales, Estimators, and Project Managers to confirm scope, requirements, deadlines, and missing information.
• Prepare and format bid packages, proposal documents, and supporting materials.
• Maintain an organized database of historical bids, pricing, vendor quotes, and project specifications.
• Track estimator workloads and timelines to ensure bids are completed before deadlines.
• Follow up with vendors and subcontractors to obtain quotes for materials, fabrication, specialty products, or installation services.
• Enter project data into estimating software or internal systems.

Basic Estimating 

• Review bid packages and signage specifications to determine whether requirements are standard/basic or need to be escalated to a senior estimator
• After reviewing incoming bid requests, provide estimates for standard items based on historical data and/or using current pricing tools.
• Enter project data into estimating software or internal systems.
• Submit estimates and accompanying required documentation to customers or bid platforms

Scheduling & Workflow Coordination

• Create and maintain bid calendars, due-date trackers, and workload schedules to ensure clarity across teams.
• Communicate priority levels to estimators and leadership based on deadlines, revenue impact, and strategic opportunity.
• Assist in the handoff process from estimating to project management once a job is awarded.
• Support the scheduling of meetings, internal reviews, and customer check-ins related to bids or project planning.
• Update internal systems with status changes — received, in progress, submitted, pending award, awarded, or declined.

Documentation & Communication

• Ensure all bid documents are accurately stored, version-controlled, and accessible to the appropriate team members.
• Draft correspondence related to bids, clarifications, addendums, or information requests (RFIs).
• Communicate bid outcomes and feedback to the sales and estimating teams.
• Assist in preparing summary reports on bid activity, win/loss metrics, and workload analysis.

Cross-Functional Support

• Collaborate with sales, estimating, production, and project management to ensure alignment on scope and timelines.
• Support the preparation of pre-construction materials when required.
• Provide administrative support to the estimating department, including file management, meeting coordination, and system updates

Qualifications

Education and/or Experience

• Bachelor's degree preferred
• 2+ years’ experience in the signage industry (fabrication, installation, or estimating).
• 2 + years’ experience in managing bidding processes (signage or construction industry experience preferred).
• Ability to read basic construction drawings and specifications a plus

Computer Skills

• Proficiency in Microsoft Office, Adobe creative suite, and database or project management tools.

Other Qualifications 

• Strong organizational skills with the ability to manage multiple deadlines simultaneously.
• Excellent verbal and written communication skills
• Detail-oriented, process-driven, and able to work collaboratively in a fast-paced environment.

Job Competencies 

• Time Management & Prioritization
• Attention to Detail
• Communication & Professionalism
• Customer Responsiveness
• Team Collaboration
• Process Discipline

Physical Demands and Work Environment

• Physical demands: While performing the duties of this job, one is frequently required to sit at a desk and work on computer desktops. Additionally, one is regularly required to stand for prolonged periods of time. 
• Work environment: While performing the duties of this job, the associate is regularly exposed to noise typical of an office environment such as printers, computers, and phones operating. 

Why Work for Strategic Factory?

Financial stability. Start with a competitive base salary and earn promotions based on positive performance and measurable results.

Massive advancement opportunities. Join a rapidly growing company that’s poised to double in size in the next three years.

Gorgeous work environment. Have you seen our building? Work alongside skilled professionals in our state-of-the-art facility.

Strategic benefits. Our comprehensive package includes health care, 401k, vacation and sick time, paid holidays, and other unique benefit options.

Uber-talented team members. Prepare to be inspired as you work alongside the very best and brightest talent the industry has to offer.

Engaging company culture. We may work hard, but we play hard, too! We host a variety of fun, team building activities throughout the year.

Strategic Factory is an Equal Opportunity Employer