Estimating Admin

Company: Southland Holdings
Location: Grapevine
Posted on: February 19, 2026

Job Description:

Job Description Job Description 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 Powered by JazzHR vSGfbBNxRY

Keywords: Southland Holdings, Waco , Estimating Admin, Sales , Grapevine, Texas