Bidding Operations Manager

Description

Job Overview:

The Bidding Operations Manager is responsible for leading the vendor bidding process across all project types and building a high-performing bidding team. This role combines team leadership, project estimation, vendor coordination, and the development of Standard Operating Procedures (SOPs) to streamline operations. The ideal candidate is both a hands-on contributor and a strategic leader capable of developing scalable processes that ensure accuracy, compliance, and efficiency in all bidding activities.

Your Responsibilities:

• Lead and manage the daily operations of the Bidding Team, including assigning tasks, mentoring team members, and ensuring deadlines are met.
• Build out the Bidding Team by identifying staffing needs, participating in hiring, and creating onboarding materials and training plans.
• Serve as the primary estimator for larger and more complex projects; review project scopes, evaluate vendor proposals, and provide accurate cost assessments.
• Develop and implement SOPs and best practices to standardize bid processes and ensure consistency across the team.
• Ensure appropriate documentation is filed and accessible in SharePoint or other designated systems.
• Collaborate with Association Managers to identify projects requiring bids and initiate the vendor outreach process.
• Serve as the primary point of contact for bid-related escalations or questions from internal stakeholders.
• Source qualified, VIVE-approved vendors to obtain competitive bids based on project scope.
• Review, organize, and summarize vendor bids using approved templates, clearly outlining scope variances, pricing, and timelines.
• Maintain accurate and timely records of all bid activities and communication in Smartsheet or other approved platforms.
• Monitor and follow up on pending vendor responses to ensure bid deadlines are met.
• Support the submission of Project Management Intake Forms as needed for projects exceeding $3,500.
• Maintain familiarity with each association's management agreement and fee structure to ensure accurate communication with managers and boards.
• Coordinate with internal teams, including the Contracts/Compliance team, to verify vendor eligibility.
• Oversee the submission and review of Project Management Intake Forms for projects exceeding financial thresholds.
• Assist with special projects or temporary assignments as directed by the Vice President of Project Management

Skills & Qualifications:

• 3-5 years of experience in project estimation, vendor bidding, or construction management preferred.
• Familiarity with residential or commercial project bidding, vendor compliance, and contract structures.
• Prior experience leading or mentoring a team strongly preferred.
• Experience in creating and implementing operational procedures or SOPs highly desirable.
• High school diploma or GED required; Bachelor's degree in construction management, business, or related field a plus.
• Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word) and Smartsheet preferred.
• Ability to build and maintain positive working relationships
• Strong communication skills, written, and verbal
• Well-developed interpersonal aptitude including excellent organizational abilities
• Effective problem-solver & collaborator
• Skills and/or aptitude for managing a systems approach to administrative support

Physical Requirements:

• Ability to build and maintain positive working relationships
• Strong communication skills, written, and verbal
• Well-developed interpersonal aptitude including excellent organizational abilities
• Effective problem-solver & collaborator
• Skills and/or aptitude for managing a systems approach to administrative support

What We Offer:

As a full-time exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, vision, EAP services, Life Insurance, and Long-Term Disability coverage. In addition, you will be eligible for vacation and sick time off benefits, 10 paid holidays, and a 401k with company match.

Compensation: $85,000 - $105,000 annually

Disclaimer:

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.