Bids Coordinator

Job Description: Bids Coordinator – Passenger Rolling Stock

Location: Onsite, Santa Fe Springs, CA

Department: Project Management and BIDs

Reports To: Director of Programs

Employment Type: Full-Time, Non-Exempt or Exempt (DOE)

Job Summary

The Bids Coordinator will play a key role in supporting the preparation and submission of competitive proposals for passenger rolling stock projects. This includes bids for new train manufacturing, fleet modernization, maintenance services, and long-term support contracts. The role requires strong coordination skills, attention to detail, and the ability to work across multidisciplinary teams to deliver compliant, compelling, and timely bid responses.

Key Responsibilities

Bid Coordination & Management

• Support the full lifecycle of bid activities for passenger train projects, from pre-qualification to final submission.
• Develop and maintain bid schedules, action plans, and compliance checklists.
• Organize and facilitate bid kick-off meetings, progress reviews, and submission planning sessions.

Stakeholder Engagement

• Collaborate with internal departments including engineering, operations, finance, legal, and procurement to gather bid inputs.
• Liaise with external partners, subcontractors, and suppliers to coordinate joint bid efforts.
• Ensure alignment with client expectations and tender requirements.

Documentation & Submission

• Prepare, format, and compile bid documents in accordance with client specifications and industry standards.
• Ensure all submissions meet regulatory and technical compliance, including safety, accessibility, and environmental standards relevant to passenger rail.
• Manage version control and maintain a centralized bid document repository.

Content Development

• Draft and edit non-technical sections such as executive summaries, company profiles, and project references.
• Assist technical teams in structuring and presenting engineering solutions, maintenance strategies, and lifecycle cost models.
• Maintain a library of reusable content tailored to passenger rolling stock offerings.

Market Intelligence & Tender Tracking

• Monitor public and private sector tender portals for upcoming passenger rail opportunities.
• Support go/no-go decisions through initial opportunity assessments and risk analysis.
• Track competitor activity and market trends in the passenger rail sector.

Qualifications & Experience

• Bachelor’s degree in business, engineering, communications, or a related field.
• Minimum 2 years of experience in bid coordination or proposal development, ideally within the rail or transportation industry.
• Familiarity with passenger rolling stock systems, procurement processes, and public sector tendering is highly desirable.

Skills & Competencies

• Strong organizational and project management skills.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office Suite and document collaboration platforms (e.g., SharePoint, Teams).
• Ability to manage multiple deadlines and work under pressure.
• Detail-oriented with a proactive and collaborative mindset.

Preferred

• Experience with bid management tools (e.g., CRM, proposal automation platforms).
• Understanding of passenger train specifications, regulatory frameworks (e.g., FRA, EN standards), and customer requirements (e.g., comfort, accessibility, sustainability).
• Bilingual capabilities are a plus (English, Korean)

Compensation & Benefits

• Salary Range $55,000 ~ 75,000
• Health Insurance
• Paid Time Off
• Retirement Plan