Estimating Admin

Grapevine, TX
Full Time
Entry Level
Southland Holdings is seeking a skilled Estimating Admin to join our team in Grapevine, TX (Headquarters).

Responsibilities:
  • Review the solicitation (IFB/ITB/RFP) and create a bid plan and schedule
  • Assist with bid/no-bid discussions and capture strategy
  • Review bid documents such as plans/specs, addenda, and contract requirements
  • Track all bid documents, revisions, and addenda acknowledgements
  • Confirm licensing, insurance, bonding, and certifications
  • Verify federal/state requirements (bonding, SAM, FAR/DFARS if applicable)
  • Maintain the bid schedule, fill out bid forms, and the compliance checklist
  • Ensure correct versions of bid documents are used across the team
  • Request Bid Bond
  • Setup project folders: hard copy and electronic copy (server)
  • Print bid documents: plans, specifications, Geotech reports, addenda
  • Build and manage subcontractor/vendor outreach lists
  • Issue Invitation to bid to vendors and subcontractors
  • Coordinate site walks / pre-bid meetings
  • Collect quotes, verify scope coverage, and level quotes
  • Conduct MWBE/SBE/DBE participation outreach
  • Ensure MWBE/SBE/DBE participation documentation is met (if required)
  • Place MWBE/SBE/DBE ads (if required)
  • Coordinate small business participation plans or subcontracting plans
  • Assist with estimating assignments and internal takeoff responsibilities
  • Assist with buyout strategy and value engineering options
  • Confirm bid package meets all required forms and instructions
  • Assist with bid meetings and weekly/daily bid check-ins
  • Ensure estimators, operations, legal, and executives are aligned
  • Manage deadlines for quotes, internal reviews, bid submission
  • Coordinate final bid review meetings
  • Assist in identifying contract risk items (LDs, insurance, warranties, spec conflicts)
  • Coordinate RFIs/questions during bid phase
  • Track assumptions and exclusions for the final bid record
  • Assemble final bid/proposal package and verify completeness
  • Confirm all pricing aligns across forms (base bid, alternates, unit prices)
  • Submit through the correct portal (Bonfire, Civcast, AASHTOWare, etc.) or hard copy
  • Ensure confirmation receipts and time-stamped submission records are saved
  • Support post-bid clarifications and award negotiations (if any)
  • Participate in bid handoff package for operations (scope, assumptions, buyout plan)
  • Maintain bid results log and hit rate
  • Constantly improve bid procedures to reduce risk and missed items

For more than 100 years, hard-working, honest, innovative people have been building what has become SOUTHLAND HOLDINGS. We combine the strengths of FIVE construction companies who share a dedication to building critical infrastructure projects that improve the environment and lives of those around us.

We offer full-time employee benefits – Southland Holdings is an EEO employer - M/F/D/V

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