Bid Coordinator

At Lyft, our purpose is to serve and connect. We aim to achieve this by cultivating a work environment where all team members belong and have the opportunity to thrive.

The Bid Coordinator is the organizational backbone of the bid team. Working alongside Bid Managers and Bid Specialists, this role makes sure every bid runs to a rigorous, well-managed process, so that deadlines are met, contributors know what is expected of them, and nothing falls through the cracks. This is a proce...

Bid Planning and Scheduling Support
Support Bid Managers in building bid plans that work backward from the submission date, including milestones, review gates, internal deadlines, and buffer time. 
Set up and maintain bid trackers, schedules, and responsibility matrices (e.g., RACI) for each pursuit.
Keep plans up to date as timelines shift, and flag schedule risks to the Bid Manager early.
Tracking, Follow-Up, and Accountability
Track every deliverable, owner, and deadline across the bid team and contributing functions (Legal, Finance, Operations, Technical, Sales).
Send clear, timely reminders and follow up on outstanding inputs so contributions arrive on time and complete.
Escalate missed or at-risk deadlines to the Bid Manager promptly, with a clear summary of impact.
Maintain action and decision logs from bid meetings and make sure actions are closed out.
Tender Documentation and Compliance
Review tender documents on release and produce compliance matrices and requirement checklists.
Track customer clarification questions, responses, and addenda, and make sure
changes are communicated to the team and reflected in the plan.
Run final compliance checks on formatting, page limits, mandatory forms, signatures, certifications, and attachments before submission.
Manage submission logistics on customer portals, including registration, uploads, and confirmation receipts.
Meeting and Review Coordination
Schedule and organize kickoff meetings, status meetings, and review sessions (e.g., color team reviews).
Prepare agendas, circulate materials in advance, capture notes, and distribute actions afterward.
Coordinate reviewer availability and consolidate review feedback for the Bid Manager.
Document and Content Management
Set up and manage bid folders, version control, and document naming conventions so the team always works from the latest version.
Coordinate the assembly, formatting, and production of final bid documents, working with designers or writers where needed.
Maintain the bid content library, templates, case studies, CVs, certifications, and standard company information, keeping them current and easy to find.
Pre-Tender and Pipeline Administration
Support the pre-tender and gate process by preparing gate review materials, tracking approvals, and recording bid/no-bid decisions.
Monitor tender portals and opportunity sources and log new opportunities in the pipeline tracker.
Keep pipeline and bid reporting accurate, including status, key dates, and outcomes.
Process Improvement and Lessons Learned
Help embed consistent bid processes, templates, and checklists across all pursuits.
Organize post-submission and win/loss debriefs, record lessons learned, and track improvement actions.
Suggest practical improvements to tools and ways of working based on what is and isn't working.
2–4 years of experience in a coordination, project support, bid/proposal support,
or administrative role in a fast-paced, deadline-driven environment.
Strong organizational and time management skills, with a proven ability to manage multiple deadlines and priorities at once.
Exceptional attention to detail and a methodical approach to tracking and checking work.
Confident, professional communicator who is comfortable following up with colleagues at all levels, including senior stakeholders.
Advanced proficiency in Microsoft Office or Google Workspace (especially Excel/Sheets and Word/Docs) and comfort with project tracking tools.
Bachelor's degree or equivalent practical experience.
Preferred:
Experience supporting public sector or formal procurement tenders.
Familiarity with project management tools (e.g., Smartsheet, Asana, Monday, Jira) and e-procurement portals.
APMP Foundation certification or project coordination training (e.g., CAPM, PRINCE2 Foundation), or interest in pursuing one.
Basic document formatting or design skills.