Proposal & Subcontractor Administrator
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Job Description
Proposal/Subcontractor Administrator managing subcontractor relations and bid processes for H&M West’s infrastructure projects. Coordinating RFPs and ensuring compliance through effective communication and organization.
Responsibilities:
- Coordinating and organizing the prequalification process and ensuring subcontractors are requalified every year and completing prequalification scorecards.
- Working with project team, estimating team, and proposal team to collect all required information for an RFP.
- Writing RFPs and ensuring all required information is posted for subcontractor review.
- Posting, organizing, and managing all bid events in Monday.com.
- Acting as the main contact for subcontractors during their bid process.
- Organizing and running all pre-bid meetings and acting as liaison between project team and subcontractors for site visit organization.
- Working with team members to ensure all subcontractor RFIs are answered and sent to subcontractors in a timely manner.
- Working with subcontractors the day a bid is due to ensure they have posted their bid and proposal correctly.
- Coordinating internal and external reviews of subcontractor proposals.
- Collaborating with teams to evaluate and score subcontractor proposals based on established criteria.
- Training subcontractors in the bid management software.
- Working closely with estimating staff to identify subcontracted scopes and quantify subcontracted work.
- Acting as a liaison between the estimating and proposal management teams to ensure all teams understand changes and nuances of subcontractor pricing.
- Acting as a liaison between the SCM team and subcontractors to ensure all parties have adequate information to appropriately bid the work.
- Working with new subcontractors and getting them onboarded into the bid event system.
- Organizing the subcontractor scoring process with the internal teams.
- Organizing subcontractor proposals for proposal submittal according to client and proposal requirements.
Requirements:
- Bachelor’s degree in Business Administration, Construction Management, Communications, or related field preferred; equivalent work experience considered.
- 2+ years of experience in proposal coordination, subcontractor administration, estimating support, procurement, construction operations, or bid management.
- Experience coordinating subcontractor prequalification processes, annual requalification tracking, and evaluation scorecards.
- Proven ability to prepare, organize, and manage Requests for Proposals (RFPs) and subcontractor bid documentation.
- Strong experience coordinating cross-functional teams including project management, estimating, proposal management, and supply chain teams.
- Ability to manage subcontractor communications throughout the bidding lifecycle, including RFIs, bid submissions, onboarding, and proposal reviews.
- Demonstrated ability to maintain accuracy, confidentiality, and professionalism while handling sensitive bid and proposal information.
Benefits:
- 401(k) Plan
- Employee Stock Purchase Plan
- Health, Dental, & Vision Insurance
- Voluntary Life Insurance
- Voluntary Short Term & Long-Term Disability
- Paid time off
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