Bidding Coordinator

Position Summary

The Bidding Coordinator is responsible for managing the full lifecycle of bid submissions for architectural and design consultancy projects. This includes reviewing and analysing tender documents (RFPs, RFQs, Tenders), coordinating with internal teams and external partners, compiling and formatting high-quality submissions, and ensuring strict compliance with client requirements and deadlines.

This role is pivotal in upholding the company’s standards for professionalism, accuracy, and presentation across all submissions. It combines technical understanding of architectural content with administrative precision and project coordination capabilities.

Scope of Responsibilities

• Reviewing incoming RFPs, RFQs, and tenders to extract key requirements, deadlines, and deliverables.
• Gathering input and technical content from architects, engineers, commercial, and legal teams.
• Structuring, formatting, and proofreading technical and commercial documentation for submission.
• Ensuring adherence to all client instructions regarding format, submission channels, timelines, and technical responses.
• Tracking and following up with stakeholders to meet internal and external deadlines.
• Coordinating with external vendors or subcontractors to collect required certificates, inputs, and company documents.
• Maintaining a database of templates, past proposals, standard contracts, and formatting guides.
• Recording bid outcomes, supporting with clarifications, and contributing to lessons-learned reports.
• Coordinate and manage bid preparation from initial review to final submission.
• Prepare, format, and submit compliant bid documents within set deadlines.
• Collaborate with cross-functional teams to obtain necessary technical, legal, and commercial inputs.
• Assist in writing, editing, and refining technical responses and company profiles.
• Monitor tender portals and ensure timely tracking of new opportunities and submission dates.
• Support the preparation of payment certificates and ensure documentation is audit ready.
• Organize internal bid kick-off meetings when necessary.
• Follow up with all stakeholders to ensure timely delivery of inputs and documents.
• Ensure all submissions are stored systematically and archived for future reference.

Ideal Candidate Profile

• Bachelor’s degree in business administration, business management, architecture, or a related field (mandatory).
• Minimum 4 years of experience in architecture firm, preferably in bidding, documentation, or proposal coordination roles.
• Deep understanding of architectural consultancy workflows and tendering processes.
• Proven experience handling RFPs, RFQs, and government or private tenders.
• Strong organizational and project coordination skills.
• High attention to detail with ability to manage multiple bids simultaneously.
• Excellent English communication skills, both written and verbal.
• Proficiency in MS Office (especially Word, Excel, PowerPoint) and Adobe Acrobat.
• Knowledge of InDesign or other design software is a plus.
• Familiarity with UAE tendering procedures is preferred.
• Ability to work under pressure and meet tight deadlines with minimal supervision.