Job Title: Bid Coordinator (Construction / General Contractor)
Location: KYA Services (Santa Ana, CA)
Department: Preconstruction / Estimating
Reports To: Preconstruction Manager
Position Summary
The Bid Coordinator supports the preconstruction and estimating team by managing the bid process from solicitation through submission. This role is responsible for organizing bid documents, coordinating subcontractor outreach, tracking bid invitations and responses, and ensuring timely and compliant bid submissions. The Bid Coordinator plays a critical role in maintaining accurate records, supporting estimators, and facilitating communication between internal teams, subcontractors, and clients.
Key Responsibilities:
Bid Administration
- Manage the bid calendar and track upcoming bid opportunities.
- Download and organize project plans, specifications, and addenda.
- Set up project folders and maintain document control for bid-related materials.
- Distribute bid invitations to subcontractors and suppliers.
Subcontractor & Vendor Coordination
- Identify and solicit qualified subcontractors and vendors for project bids.
- Maintain and update subcontractor and supplier databases.
- Track subcontractor bid responses and follow up as needed.
- Ensure coverage for all required scopes of work.
Bid Preparation & Submission
- Assist estimators with assembling bid packages and proposals.
- Compile subcontractor quotes and ensure documentation completeness.
- Prepare bid forms and ensure compliance with submission requirements.
- Coordinate timely submission of bids via online portals, email, or physical delivery.
Documentation & Reporting
- Maintain accurate bid logs and project tracking spreadsheets.
- Track addenda and ensure distribution to relevant parties.
- Archive completed bids and maintains historical bid records.
- Assist with post-bid documentation and turnover to project management.
Communication & Coordination
- Serve as a point of contact for subcontractors during the bidding process.
- Coordinate with estimators, project managers, and administrative staff.
- Monitor procurement and bidding platforms (e.g., PlanHub, BuildingConnected, Procore).
Qualifications:
Education
- High school diploma or equivalent
Skills
- Strong organizational and time-management skills.
- Ability to manage multiple deadlines and projects simultaneously.
- Excellent written and verbal communication skills.
- Detail-oriented with strong document management abilities.
- Proficiency in Microsoft Office (Excel, Word, Outlook).
Preferred Software Experience
- Procore
- BuildingConnected
- PlanGrid / Autodesk Construction Cloud
- SmartBid
- Bluebeam
Key Competencies
- Organization and document control
- Deadline management
- Communication with subcontractors
- Attention to detail
- Team collaboration
- Schedule meetings and coordinate calendars
- Assist with data entry and basic reporting
- Provide general support to office staff and management
Work Environment
- Office-based role with occasional interaction with field teams.
- Fast-paced environment driven by bid deadlines.
