Bid Coordinator

Job Purpose

To support the sales and business development team by coordinating bid and proposal activities, managing administrative tasks, maintaining documentation, and assisting in responding to client enquiries. The Bid Coordinator ensures smooth communication between clients and internal departments while maintaining accurate records and supporting the preparation and submission of proposals.

Key Responsibilities

1. Bid & Proposal Coordination

• Assist the sales and business development teams in preparing and submitting bid and proposal documents.
• Coordinate the collection of required information from internal departments for tender submissions.
• Ensure bid documents are properly formatted, organized, and submitted within deadlines.
• Maintain records of submitted bids, proposals, and supporting documents.

2. Administrative & Sales Support

• Provide administrative support to the sales and business development teams.
• Process paperwork related to proposals, client communications, and internal approvals.
• Assist in preparing presentations, reports, and proposal documentation.

3. Client Communication & Enquiry Handling

• Assist in responding to client queries and enquiries regarding company services or proposals.
• Act as a liaison between clients and internal departments to ensure timely responses.
• Support the sales team in maintaining professional communication with clients.

4. CRM & Database Management

• Maintain and update CRM databases with client information, project leads, and proposal records.
• Track sales activities, enquiries, and proposal submissions in the system.
• Ensure client data and records are accurate and up to date.

5. Internal Coordination

• Coordinate with departments such as design, estimation, procurement, and operations to gather information for bids.
• Ensure internal teams are aware of proposal deadlines and requirements.
• Follow up on pending information required for tender submissions.

6. Documentation & Record Management

• Maintain organized filing of bid documents, client communications, and proposal records.
• Ensure proper documentation control for proposals and tender submissions.
• Assist in maintaining templates and standard documents for proposals.

Required Qualifications

Education

• Bachelor’s Degree or Diploma in Business Administration, Marketing, or related field preferred.

Experience

• 1–2 years of experience in an administrative, sales support, or coordination role.

Technical Skills

• Proficiency in MS Office (Excel, Word, PowerPoint).
• Experience using CRM systems or databases.
• Strong documentation and administrative skills.
• Good written and verbal communication skills in English.

Core Competencies

• Administrative Coordination
• Proposal & Documentation Management
• Client Communication
• CRM Data Management
• Attention to Detail
• Time Management & Organization

Job Type: Full-time

Application Question(s):

• Please share your current Salary
• Please share your expected Salary
• Please share your notice period
• Please share your total experience

Work Location: In person