Bid Coordinator

Scope: Orchestrate the bid process, ensuring every detail is managed and all deadlines are met. From coordinating communication between teams to crafting compelling proposals, the role will play a crucial part in the group’s growth success. The role is part of a fast-paced environment and requires multi-tasking and having the skills to turn complex information into concise, persuasive documents.

Financial

• Support finance and the Bid Manager to develop budgets for bid related expenses
• Support the Bid Manager with any cost analysis for bids
• Work closely with sales and pricing teams to support the development of pricing strategies
• Highlight any potential risks associated with tender documents such as bonds, payment terms, penalties etc.
• Develop comprehensive bid strategies to maximize success rates

Customer

• Serve as the primary point of contact for bid-related communication, both internally and externally
• Coordinate Opportunity Review sessions, bid kick-off meetings, and solution discussions in collaboration with sales leads and other bid contributors
• Review and edit bid documents to ensure accuracy, consistency and compliance with guidelines and standards
• Support Teams in creating post-tender presentations to showcase the proposed solutions effectively
• Arrange and support site visits for the operations team as required
• Generate reports to track bid performance and outcomes
• Establish and maintain an up-to-date library of information

Process

• Coordinate and oversee the entire bid process from start to finish, ensuring all deadline are met and requirements are fulfilled
• Prepare and organize all necessary bid documentation, including proposals, contracts and supporting material proposal structures, setting clear timelines for tender responses, and ensuring internal deadlines are met
• Write, compile, and submit compliant bids in adherence to specifications and deadlines
• Collaborate with Business Units to ensure the utilization of appropriate materials (CVs, project profiles, case studies, technical answers, graphics, etc.)
• Review and edit technical content for structure, completeness, compliance, and consistency
• Update bid trackers with accurate information and progress status
• Ensure compliance with tender return instructions and handle the handover process for all successful bids

Innovation

 

• Identify opportunities for process improvement and implement best practices to streamline the bid process and enhance efficiency

• Work closely with the Marketing team to develop customized and compelling proposals
• Conduct de-brief sessions for all lost bids to identify areas for improvement

Selection Criteria

• Bachelor’s degree in business administration, marketing, finance or a related field, or professional experience
• 5 Years + Proven experience in bid management or related roles, demonstrating successful bid outcomes
• Excellent project management and organizational skills, with the ability to manage multiple deadlines effectively
• Strong written and verbal communication skills, with attention to detail
• Flexibility to adapt to changing priorities, deadlines and bid requirements
• Strong customer service skills and dedication to building long-term client relationships
• Ability to work collaboratively with cross-functional teams
• Proficiency in Microsoft Office Suite and bid management software
• Ability to work collaboratively across departments and levels within the organization