Bid Coordinator

Avidex in Healthcare; Lake Forest (CA); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Health benefits

401(k) match

PTO 120 hours

Paid holidays

Volunteer time

Growth opportunities

Collaborative environment

Job summary

Avidex is seeking a Strategic Sales Group (SSG) Bid Coordinator to locate and coordinate bid opportunities across target markets. This role keeps bid processes organized and on schedule, coordinating with internal teams and external partners to ensure accuracy and timely submissions.

The position focuses on supporting the sales pipeline, helping teams target the right opportunities and execute efficiently. This in-office role requires strong organization and communication across multiple

Qualifications

• High school diploma or GED; associate degree preferred.
• 2+ years in bid coordination, estimating, or construction-related work.
• Experience with bids, RFPs, or construction documents is helpful.
• Proficient with Microsoft Office (Word, Excel, Outlook) and PDFs.
• Familiarity with CRM tools or bid platforms is a plus.
• Ability to read and understand basic project documents (CSI specs a plus).
• Strong communication skills and ability to work with different teams.
• Able to stay organized and meet multiple deadlines.

Responsibilities

• Review project specs and plans to identify bid opportunities.
• Coordinate bid activities with sales, engineering, and leadership.
• Confirm prequalification requirements with GCs, ECs, and end users.
• Review project requirements (licensing, labor, schedule, etc.).
• Communicate with contractors, clients, and partners to clarify scope and details.
• Track bid timelines and provide updates to internal teams.
• Prepare and maintain bid-related documents and reports.
• Request pricing, submittals, and project details from subcontractors.

Skills

Organization

Attention to detail

Time management

Clear communication

Multitasking

Team collaboration

Problem solving

Professionalism

Education

High school diploma or GED

Associate degree (plus)

Tools

Microsoft Office

CRM tools

Bid platforms

Job description

Position Overview

The Strategic Sales Group (SSG) Bid Coordinator supports the team by finding and coordinating bid opportunities that align with our target markets, scope, and regions. This role helps keep the bid process organized and moving—working with internal teams and external partners to make sure everything is accurate and submitted on time. This role plays an important part in supporting the sales pipeline by helping the team focus on the right opportunities and execute efficiently.

Skills & Core Strengths

• Organization and attention to detail
• Time management and ability to meet deadlines
• Clear communication (written and verbal)
• Ability to manage multiple tasks at once
• Comfort working with different teams and external partners
• Problem-solving and adaptability

What You’ll Do

• Review project specs and plans to identify potential bid opportunities
• Coordinate bid activities with sales, engineering, and leadership
• Confirm prequalification requirements with GCs, ECs, and end users
• Review project requirements (licensing, labor, schedule, etc.)
• Communicate with contractors, clients, and partners to clarify scope and details
• Track bid timelines and provide updates to internal teams
• Prepare and maintain bid-related documents and reports
• Reach out to subcontractors and vendors for pricing, submittals, and project details
• Help ensure all bid submissions are accurate and submitted on time
• Keep records organized and up to date
• Attend trainings and follow company processes
• Support the team with other tasks as needed

What We’re Looking For

• High school diploma or GED required; Associate degree is a plus
• 2+ years of experience in bid coordination, estimating, or construction-related work preferred
• Experience working with bids, RFPs, or construction documents is helpful
• Comfortable using Microsoft Office (Word, Excel, Outlook) and PDFs
• Familiarity with CRM tools or bid platforms is a plus
• Ability to read and understand basic project documents (experience with CSI specs is a plus)
• Strong communication skills and ability to work with different teams
• Able to stay organized and manage multiple deadlines
• Comfortable working independently and staying on track
• Able to stay calm and professional in a fast-paced environment

This role is based in-office, 5 days per week. Occasional job site visits or local travel may be required.

About Us

Avidex is a leading AV/IT integration company delivering innovative technology solutions across corporate, healthcare, education, and enterprise environments. We design, build, and support collaboration spaces and integrated systems that help organizations connect and work more effectively. We pride ourselves on technical expertise, teamwork, and a commitment to excellence. Our teams partner closely with clients to deliver thoughtful solutions and long-term value.

What We Offer

• Competitive compensation plan
• Health, dental, and vision benefits
• 401(k) retirement plan with employer match
• 120 hours of PTO (accrued)
• 10 Paid Holidays
• 8 hours of paid volunteer time
• Opportunities for professional growth and development
• Collaborative and innovative work environment

Avidex is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or status as a protected veteran. We are committed to providing a workplace that is free from discrimination, harassment, and where all employees are treated with respect and dignity. We believe that diverse perspectives enhance our organization and contribute to innovation, collaboration, and overall success.