Bid coordinator

Job Description

REQUIREMENTS

• Diploma or Bachelor’s Degree in Business Administration, Office Management, Project Administration, or a related field.
• 2–5 years of experience in bid administration, document control, tender coordination, or project administration.

RESPONSIBILITIES

Tender Administration

• Download, register, and distribute tender documents to relevant stakeholders through Document Management System
• Maintain a tender tracking log and monitor key submission dates.
• Maintain bid calendars and submission schedules.

Document Control & Management

• Establish and maintain bid folders and document repositories on Document Management System (Sharepoint) and keep the bid team informed of any update
• Ensure proper document version control throughout the tender process.
• Collect and compile documents from technical, commercial, legal, procurement, and finance teams.
• Manage Tender Clarification Register

Coordination Support

• Organize bid kick-off meetings, weekly meeting and review meetings.
• Prepare meeting agendas, minutes, and action trackers.
• Follow up with contributors to ensure deadlines are met.
• Liaise with internal providers and external providers to obtain timesheets, administrative documentation, NDAs, agreements and process invoicing and payment in coordination with Finance team

Compliance Administration

• Prepare and maintain submission checklists.
• Verify that all required forms, declarations, and supporting documents are included.
• Ensure formatting, numbering, and presentation standards are applied consistently.

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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