Bid Coordinator
Job Description
Job description / Role
• Receive, process, record, and track all incoming tenders and alerts
• Take ownership of internal tender/outcome tracking systems
• Maintain all tendering/response portals with up-to-date company information/documents
• Support with the formatting/quality control activities of bid/tender applications and supporting material
• Provide general administrative support in a timely manner
• Co-ordinate communication across the bid team for individual tender cycles
• Conduct research projects upon request of BDM
• Be responsible for sourcing and providing information and documents from the Bid Library
• Complete and manage the submission of PQQ responses, updating and maintaining the PQQ knowledge base and relevant material on Sharepoint
• Assist the Bid Writer in the layout, formatting, and compiling of bid submission documents
• Administer and maintain the RA CRM system
• Assist with the production of final bid documents and arrangements to supply these documents to the customer within the defined tender deadline.
• Maintain the status of generic proposals and work with Bid Manager to ensure they are reviewed, revised, and reapproved as necessary
• To organize Bid Team Reviews, and Bid Submission Reviews ensuring that respective agendas, attendance lists, and action trackers are up to date
• Liaise with the company’s Document Controller to ensure the safekeeping of classified documents, adhering to government procedures and regulations
• Undertake other administrative tasks as required.
• Opportunity searching & project tracking including market and project-related intelligence
• Ensure bid data is updated regularly & accurately to aid the production of bidding statistics & analysis
• Review Technical/Commercial Clarification Requests received from Clients
• Proactively collaborates and seeks input and support from Corporate departments (Legal, Health & Safety, Human Resources) and completes all required client forms or questionnaires required in the proposal package
• Understands and incorporates RA’s branding while balancing client needs and requirements
• Cooperate with the BM in all Bid Handover workshops and lead on the Technical and Commercial submission overview ensuring all key details are presented
• Cooperate with the BM in all “Lessons Learned” exercises, and incorporate amended processes, policies, and procedures into future Technical and Commercial proposals
• Process Monitoring and Improvements:
• Research best practices and implement tailored solutions for Bid Team
• Developing and conducting workshops related to bid processes and RAMS
