Bid and Site Assessment Assistant at National… · Snohomish

Position Summary

National Facility Contractors is seeking a highly organized, detail-oriented Bid and Site Assessment Assistant to support the Sales and Estimating teams. This deadline-driven role combines detailed bid review and document control with regular field visits to commercial properties. The successful candidate will identify bid requirements and deadlines, complete assigned site assessments, take accurate measurements and photographs, document site conditions, and deliver complete, organized information for review.

This is not a fully remote or desk-only position. It requires accuracy, urgency, professional judgment, reliable travel, comfort working outdoors, and consistent follow-through across multiple firm deadlines.

Authority and Accountability

This is a support position. The Assistant identifies requirements, documents facts, flags risks, and promptly escalates unclear or conflicting information. The role does not independently approve or submit bids, establish final pricing, negotiate contracts, commit NFC to contractual terms, or make final go or no-go decisions. Unsupported assumptions are not acceptable.

Primary ResponsibilitiesBid Review and Coordination

· Review RFPs, invitations to bid, scopes, specifications, drawings, exhibits, addenda, and supporting documents.

· Record bid due dates, question deadlines, meetings, site visits, start dates, submission instructions, pricing requirements, and required forms or signatures.

· Identify licensing, insurance, bonding, prevailing-wage, retainage, payment-term, reference, staffing, mobilization, and scheduling requirements.

· Monitor revisions and addenda; maintain accurate checklists, calendars, opportunity records, and organized electronic bid folders.

· Flag missing, unusual, inconsistent, or conflicting requirements immediately and prepare clear questions for customer clarification.

· Prepare concise bid summaries and organize the information management needs for the go or no-go review, including location, services, contract term, operational demands, proposal requirements, and potential risks.

Site Visits and Assessments

· Travel to assigned commercial properties and complete assessments, pre-bid meetings, and site walks by the required deadline.

· Review the scope, maps, drawings, and visit requirements in advance; verify included service areas and compare documents with actual conditions.

· Document access points, gates, traffic patterns, loading and staging limitations, obstacles, drainage, damage, equipment areas, hazards, and other operational considerations.

· Identify conditions that may affect labor, equipment, materials, safety, scheduling, or pricing and report material discrepancies immediately.

· Represent NFC professionally at customer locations and remain alert to vehicles, equipment, weather, and site hazards.

Measurements Photography and Scope Verification

· Take and record assigned measurements, including applicable parking lots, drive lanes, sidewalks, curbs, landscape areas, asphalt, concrete, snow-storage areas, and building perimeters.

· Verify measurements shown in bid documents, drawings, or mapping systems when practical. Clearly distinguish field-verified measurements from estimates and never present an estimate as field verified.

· Take enough clear, relevant photographs for Sales and Estimating to understand the property without another visit; label and organize files consistently.

· Identify scope items that cannot be located or verified, relevant conditions missing from the scope, and differences among specifications, maps, drawings, measurements, and observed conditions.

Documentation and Handoff

· Complete required forms and promptly upload readable photographs, measurements, notes, maps, correspondence, and supporting records to the correct location.

· Provide Sales and Estimating with a complete, usable package containing current bid documents, requirements, deadlines, site records, discrepancies, outstanding questions, clarifications, operational concerns, and potential risks.

· Track missing information and internal action items, follow established naming and document-control procedures, and confirm the most current documents are being used.

Required Qualifications

· High school diploma or equivalent.

· Valid driver's license, acceptable driving record, and reliable ability and willingness to travel to commercial properties.

· Strong attention to detail, reading comprehension, organization, time management, and written and verbal communication.

· Ability to follow scopes, bid instructions, maps, drawings, and written procedures accurately and to recognize when management direction is required.

· Proficiency with Microsoft Excel, Word, Outlook, PDFs, and web-based systems, plus a smartphone or tablet for photography, mapping, measurements, and documentation.

· Ability to manage multiple assignments and firm deadlines, work independently, and promptly report errors, delays, discrepancies, or missing information.

Preferred Qualifications

· Experience in administrative or sales support, estimating, construction, facilities management, property inspections, field assessments, or commercial site visits.

· Experience reviewing RFPs, bid packages, scopes of work, drawings, or project documents.

· Familiarity with commercial maintenance or construction services, mapping or measurement software, prevailing wage, bonding, insurance, licensing, or public-bid requirements.

Physical and Travel Requirements

The role requires regular driving; occasional regional or overnight travel; extended walking; outdoor work in varying weather; movement across pavement, gravel, grass, snow, construction areas, uneven surfaces, stairs, curbs, parking areas, and active properties; and carrying basic measuring and documentation equipment. Reasonable accommodations will be considered for qualified individuals in accordance with applicable law.

Performance Standards

· Accurate, complete, and timely bid reviews, site visits, measurements, photographs, and documentation.

· Reliable identification and escalation of deadlines, missing information, scope discrepancies, and bid risks.

· Well-organized files and handoff packages that reduce preventable errors, repeat searches, and requests for missing information.

· Professional conduct, dependable follow-through, sound prioritization, and consistent compliance with established procedures.

Non Negotiable Expectations

Candidates must be prepared to perform both administrative and field work, travel regularly, work outdoors, read detailed bid documents, follow instructions exactly, meet firm deadlines, maintain accurate and properly labeled records, accept constructive feedback, and complete assigned work without repeated reminders. When information is unclear or conflicting, the employee must stop, document the issue, and request direction.

Compensation and Benefits

Annual salary of $50,000–$70,000, depending on experience

• Health, Dental, Vision, and Life coverage starting the first Month after 60 days of employment. Employer contribution is 70%.
• 401k eligible after 12 Months of employment, also based on the enrollment policy.
• Career-growth opportunities within an expanding national organization

Application Requirements

Submit a current resume identifying relevant experience with detailed documents or bid requirements; site visits, inspections, measurements, or field assessments; multiple deadlines; software, mapping, or measurement tools; and regular travel. Applicants who do not meet the driving, travel, documentation, and field-work requirements will not be considered.

National Facility Contractors is an equal opportunity employer. Employment decisions are made without regard to any status protected by applicable federal, state, or local law.

Pay: $50,000.00 - $70,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Application Question(s):

• Are you proficient with Microsoft Excel, Word, Outlook, PDFs, and smartphone or tablet applications used for photography, mapping, measurements, and field documentation?
• Are you willing and able to conduct site assessments outdoors in varying weather conditions, including walking for extended periods over pavement, gravel, grass, snow, construction areas, and uneven surfaces?
• Do you have a valid driver’s license, an acceptable driving record, and reliable transportation for regular travel to commercial properties?
• Must have one to four years of experience reviewing detailed documents, including RFPs, scopes of work, bid packages, specifications, maps, drawings, or other project requirements.

Experience:

• Bid and Site Assessment : 4 years (Required)

Ability to Commute:

• Snohomish, WA 98290 (Required)

Willingness to travel:

• 75% (Required)

Work Location: In person