Project Coordinator / Bid Coordinator
Position Summary
The Abatement Project Coordinator is responsible for coordinating the scheduling and execution of asbestos, mold, lead, and other environmental abatement projects while managing the preparation and submission of bid documentation. This position serves as a critical link between clients, contractors, field personnel, consultants, and regulatory agencies to ensure projects are scheduled efficiently, documentation is complete, and deadlines are met.
Reports To
Director of Operations / Divisional Support Manager
Key Responsibilities
Project Scheduling & Coordination
- Schedule all environmental abatement projects in coordination with clients, contractors, consultants, and field personnel.
- Maintain the master project calendar and resource schedule.
- Coordinate project start dates, air monitoring schedules, inspections, and final clearances.
- Confirm project logistics, site access, and project requirements before mobilization.
- Communicate schedule changes to all stakeholders in a timely manner.
- Monitor project status and provide daily updates to management.
- Assist with prioritizing projects based on client needs and operational capacity.
Bid Administration
- Review bid invitations and Requests for Proposals (RFPs).
- Gather required documentation for bid submissions.
- Prepare bid packages and ensure all forms are completed accurately.
- Coordinate with management to obtain pricing, qualifications, insurance certificates, and supporting documents.
- Submit bids before deadlines and maintain bid tracking logs.
- Monitor bid results and update management regarding awards and opportunities.
- Maintain current contractor registrations and vendor qualification documents.
Documentation & Compliance
- Maintain project files and bid records.
- Ensure all required permits, licenses, and project documentation are collected and organized.
- Track insurance certificates, contractor registrations, and prequalification requirements.
- Maintain databases of project opportunities and awarded contracts.
- Support reporting requirements for management.
Client & Contractor Relations
- Serve as a primary point of contact for scheduling-related communications.
- Respond promptly to client and contractor inquiries.
- Build positive relationships with clients and subcontractors.
- Assist in resolving scheduling conflicts and project coordination issues.
Key Performance Indicators (KPIs)
Scheduling
- 95% of projects scheduled within required client timelines.
- Less than 2% scheduling errors per month.
- Maintain real-time project schedule accuracy.
Bid Administration
- 100% on-time bid submissions.
- Zero incomplete bid packages.
- Track and report bid success rates monthly.
Customer Service
- Respond to scheduling requests within one business day.
- Maintain positive feedback from clients and contractors.
Administrative
- Maintain accurate project and bid records.
- Ensure all required compliance documentation is current and accessible.
Qualifications
- Project coordination, scheduling, construction administration, or environmental consulting experience preferred.
- Experience with bid submissions, construction procurement, or contractor administration preferred.
- Strong organizational and time management skills.
- Ability to manage multiple deadlines simultaneously.
- Excellent written and verbal communication skills.
- Proficient with Microsoft Office Suite and scheduling software.
- Experience in environmental consulting, asbestos abatement, mold remediation, or construction is a plus.
Success in This Role
A successful Abatement Project Coordinator ensures that projects are scheduled efficiently, bid opportunities are submitted accurately and on time, clients receive exceptional service, and field operations run smoothly without administrative delays.
Pay: $18.00 - $25.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
