Bid Coordinator

Upchurch is a rapidly growing, full-service building engineering company providing mechanical, plumbing, HVAC, and electrical services across the southeastern United States. Founded in 1970 and headquartered in Horn Lake, MS, Upchurch has built a strong reputation for quality, reliability, and service excellence through organic expansion and strategic acquisitions. We offer end-to-end solutions—from design and installation to ongoing maintenance and emergency support—helping clients maximize building performance, energy efficiency, and equipment lifespan.

Responsibilities

• Preconstruction & Estimating Support
  • Maintain standardized folder structures
  • Set up new opportunities in estimating systems
  • Organize project documentation including plans, specs, and addenda
  • Maintain RFI and addenda logs
  • Assemble proposal packages
  • Update BuildOps CRM+ when directed
• Bid Invitations & Trade Partner Engagement
  • Manage ITB processes using bid platforms
  • Maintain subcontractor databases
  • Coordinate pre-bid meetings and job walks
• Communication & Coordination
  • Serve as primary bid communication point
  • Manage company bid calendar
  • Support bid-day activities and proposal delivery
• Documentation & Compliance
  • Ensure correct bid forms and compliance
  • Maintain file naming conventions and version control
• Reporting & Continuous Improvement
  • Track KPIs and maintain dashboards
  • Support process improvement and onboarding

Requirements

• 1-4 years of preconstruction or estimating support experience
• Familiarity with mechanical construction preferred
• Experience with BuildingConnected, iSqFt, Bluebeam, and Excel
• Strong organizational and communication skills

KPIs for Success

• Bid coverage: ≥3 qualified bids per major trade
• On-time submissions: ≥98%
• Document accuracy: zero invalidating errors
• Workflow compliance and improved trade engagement

Benefits

• Competitive pay based on experience
• Health, dental, and vision insurance
• Paid time off and holiday pay
• Opportunities for professional development and certification assistance