Bid Coordinator / Project Assistant

Job Title: Bid Coordinator / Project Assistant
Location: Tampa, FL
Employment Type: Full-Time

Work Status: Non-Exempt
Reports To: Branch Manager

Company Overview

Acousti is a leading provider of drywall and acoustical ceiling solutions, specializing in high-quality construction services for both commercial and residential projects. With over 75 years of experience, we have built a reputation for excellence, safety, and innovation. Our success is driven by a talented and dedicated team that collaborates to deliver exceptional results on every project.

Your Role at Acousti

The Bid Coordinator / Project Assistant plays a critical role in supporting our pre-construction and project management efforts. This position focuses on managing our bid process from start to finish, including bid tracking, follow-up, documentation, and internal data management. You will be responsible for ensuring that our Bid Calendar, bid files, and booking records are accurate and up to date, while providing administrative support that ensures an efficient, timely, and coordinated response to bid opportunities.

In this role, you will contribute directly to the success of our project acquisition efforts by maintaining clear, consistent, and reliable bid documentation and communication channels.

Responsibilities

In this role, you will:

• Maintain and update the Bid Calendar to track bid opportunities, submission deadlines, and deliverables
• Organize and manage all bid-related files for easy access and accurate record-keeping
• Track and follow up on Invitations to Bid (ITBs) and outstanding bid submissions
• Input and manage bid data for reporting and booking purposes, ensuring up-to-date and accurate project forecasting
• Coordinate with internal teams to ensure timely responses to bid requirements, addenda, and prequalification requests
• Distribute bid documents to estimators and project teams, ensuring complete and current information
• Utilize software tools (e.g., Salesforce, Timberline, Excel) to track bids and booking outcomes
• Provide administrative support during the bid process including document prep, insurance requests, and vendor communication
• Support the creation and submission of professional, accurate bid packages
• Assist with closeout documentation and coordination when projects are awarded

What We're Looking for in You

To succeed in this role, you should have:

• 3+ years of experience in a Bid Coordinator, Estimating Assistant, or Project Admin role within the construction industry
• Strong organizational skills with the ability to manage multiple bids and deadlines simultaneously
• Working knowledge of the construction bidding process and supporting documentation
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook); Salesforce or other CRM software experience preferred
• Experience with Timberline or similar construction management software is a plus
• Excellent attention to detail, follow-through, and written/verbal communication skills
• Positive, team-oriented attitude and a willingness to take initiative

Education Requirements

Preferred: High School Diploma or equivalent; coursework or degree in Construction Management a plus

Why Join Acousti?

At Acousti, we offer more than just a job; we provide opportunities for growth and development in a collaborative, supportive environment. As a valued member of our team, you'll enjoy:

• Competitive Compensation: Based on experience, with opportunities for career progression
• Comprehensive Benefits Package: Including health, dental, and vision plans
• Retirement Savings: 401(k) program with company matching
• Company-Paid Insurance: Life insurance and long-term disability coverage
• Paid Time Off (PTO): Vacation, sick leave, and paid holidays
• Supplemental Insurance Options: Additional health-related benefits

Employee Perks

• Learning & Development: Access to training programs and career advancement opportunities
• Company Events: Team-building activities and company-sponsored events
• Employee Referral Program: Earn rewards by referring your family and friends
• Employee Assistance Program (EAP): Support for both personal and professional challenges

This job description is not an exhaustive list of all functions that the employee may be required to perform, and the employee may be required to perform additional functions. Acousti Engineering reserves the right to revise the job description at any time and to assign additional duties and responsibilities as needed.

Employment with Acousti Engineering is at-will.

The employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions of their job, absent undue hardship.

Acousti Engineering is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, compensation inquiries, discussions or disclosures, gender identity and/or expression, status as a veteran, and basis of disability or any other federal, state or local protected class. (41 CFR * 60-1.4(a), 60-300.5(a) and 60-741.5(a))