Job Description

Candidates must be authorized to work in the United States without the need for current or future visa sponsorship

Position Summary:

The Store Design and Construction Bid Coordinator is critical in managing the end-to-end bidding process for construction and design projects, including New Store Openings (NSO), remodels, special projects, and capital improvements. This role is a central hub of communication and documentation between internal teams, external general contractors, and architectural vendors. The Bid Coordinator ensures that the construction and design services procurement process is competitive, compliant, efficient, and aligned with project goals.

Key Responsibilities:

Bid Management & Contract Coordination

• Develop and issue Request for Proposals (RFPs) and bid forms for general contractors and design vendors.
• Administer bid timelines, track GC/vendor responses, and ensure consistent communication.
• Coordinate access and permissions within digital bidding platforms (e.g., Ariba, Accruent, Lucernex, etc.).
• Conduct bid analysis and compile comparative pricing reports for review by Project Managers and Directors.
• Ensure contracts are aligned with company standards and coded correctly using CSI and AIA formats.

Preconstruction Documentation & Vendor Support

• Maintain an up-to-date vendor/GC master list by region and project type.
• Support vendor onboarding and compliance documentation (W9s, COIs, licensing).
• Collaborate with legal and finance on contractual language and vendor negotiations when needed.
• Verify that bid packages contain the appropriate architectural drawings, site surveys, scope narratives, and permit requirements.

Project Support & Communication

• Collaborate with Architecture Project Managers to ensure accurate scope definitions for site-specific bid packages.
• Work closely with Construction Project Managers to align bid milestones with project schedules.
• Assist in drafting or reviewing change order documentation tied to scope gaps, discrepancies, or market variance.

Reporting & Audit Trail Management

• Maintain bid logs, award letters, and historical cost data by market, vendor, and store type.
• Provide reporting support for procurement KPIs and cost benchmarking across project types.
• Archive final bid documentation to ensure compliance with internal audit and legal retention standards.

Minimum Qualifications:

• High School Diploma or GED required.
• 3+ years of experience in construction procurement, bidding coordination, or project administration.
• Proficient in Microsoft Office Suite, especially Excel and Outlook.
• Familiarity with CSI codes, AIA contracts, and bid tabulation methods.
• Highly organized with the ability to manage deadlines across multiple concurrent projects.

Preferred Qualifications:

• Experience using enterprise platforms such as Ariba, Accruent, Lucernex, Lawson, or equivalent.
• Prior experience supporting retail, commercial construction, or real estate development projects.
• Understanding of architectural document sets and construction scopes of work.
• Strong written and verbal communication skills with the ability to interface professionally across all levels.

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