Bid Coordinator

Job Description

The Bid Coordinator carries the operational rhythm of the bid. The role sits at the heart of day-to-day bid delivery - the seat that owns document control, compliance, scheduling and submission logistics, and runs Simple and Simple Plus pursuits end-to-end where the category calls for it.

The Bid Coordinator owns the operational backbone of the tender unit's pursuits. The role establishes the SharePoint structure, manages the central inbox and the CRM record, distributes RFP documents and addenda, tracks deliverables against the plan, runs the compliance check against the RFP, and submits the final pack to the client.

On Simple and Simple Plus pursuits, the Bid Coordinator runs the bid as the bid runner - chairing the kick-off, holding the rhythm and delivering the submission. On Medium and Complex pursuits, the Bid Coordinator works alongside the Bid Manager or Senior Bid Manager - owning compliance, document control, version management, the colour review packs and the final submission logistics. The role works closely with the wider tender unit, with Technical Leads on technical content collation, with Commercial & Pricing on the price pack, and with Graphics on visual production. The Bid Coordinator is the role the rest of the team relies on for the bid to run smoothly.

• Compliance and RFP Discipline - Runs the compliance check against the RFP at every stage of the pursuit. Ensures every mandatory requirement is captured, every form completed, every signature in place. Holds the final compliance check before submission.
• Submission Logistics - Owns the submission process - portal upload, email submission, hand delivery, courier where required. Carries the client confirmation and the internal submission notification. Closes the loop on documentation storage and CRM update post-submission.
• Schedule and Deliverables Tracking - Tracks deliverables against the bid plan - owners, dates, status, blockers. Runs the daily, bi-daily or weekly check-ins. Surfaces issues to the Bid Manager or Senior Bid Manager early so they can be resolved before they affect submission.
• CRM and SharePoint Discipline - Owns the operational accuracy of CRM and SharePoint records across every pursuit. Carries the discipline that the rest of the team relies on - opportunity registration, status updates, document storage, archive - as the operational standard of the unit.
• Tender Collateral and Standard Documents - Owns the standard document pack - trade licence, QA, H&S, ESG, insurances, statutory returns. Keeps the pack current, the CV library accurate and the project experience matrix up to date with input from the Operations Team.
• Colour Review Pack Production - Produces and distributes the Pink, Red and Gold colour review packs. Captures and logs review comments, distributes the action log, and tracks closeout against actions before submission.
• Client Portal Management - Leads the oversight, renewal and management of client account portals across the region. Maintains accurate records, ensures compliance with client requirements and supports submission deadlines on every portal-led tender.
• Document Control and Version Management - Owns document control across every pursuit. Establishes the SharePoint structure, manages version control, keeps the working pack and the issued pack distinct, and protects the integrity of the final submission.

Qualifications

• Minimum 3-5 years' experience in bid coordination, bid administration, business development support, or a similar tender-facing role.
• Proven track record running Simple bids end-to-end and supporting Medium and Complex pursuits as the document control and compliance owner.
• Excellent organisational and time management skills, with the ability to manage multiple concurrent pursuits.
• Strong attention to detail across compliance, document control and submission logistics.
• Proficiency in Microsoft Office, SharePoint, CRM systems and client portal management.
• Familiarity with the Middle East tendering environment and procurement frameworks.
• Clear written and verbal communication skills - professional and confident with internal stakeholders and clients.
• Ability to work independently and as part of a multi-discipline team.
• APMP foundation qualification preferred.

Additional Information