Bid Coordinator at Climatize
Serco -
Dubai, United Arab EmiratesJob Details
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Job Description
Your Opportunity
The Bid Coordinator at Climatize supports the Bid Manager in ensuring the successful preparation, submission, and tracking of high-quality proposals.
This role involves managing the bid lifecycle, maintaining bid-related documentation, and assisting with prequalification and other business development tasks, while ensuring all submissions align with the company’s standards and sustainability-focused approach.
Key Accountabilities
Bid Management
Collaborate with the Bid Manager to create, manage, and deliver competitive proposals for sustainability-related projects.
Analyze Requests for Proposals (RFPs) to identify key requirements, compliance needs, and deliverables.
Develop proposal templates and ensure all submissions are formatted according to client and Climatize standards.
Coordinate inputs from internal teams, subconsultants, and external partners to meet proposal deadlines.
Track proposal progress, ensuring all documents and responses are submitted on time and to a high standard.
Pipeline Management and Opportunity Tracking
Log and track bid opportunities in the project pipeline, ensuring timely follow-up on submissions and deadlines.
Provide regular updates to the Bid Manager on the status of opportunities and assist in prioritizing bids.
Coordination and Communication
Act as the central point of communication for bid-related activities, ensuring alignment between technical, legal, and finance teams.
Schedule and manage bid-related meetings, preparing agendas, taking minutes, and following up on action items.
Facilitate clear communication with external partners and clients to gather required documents or clarify requirements.
Quality Control and Submission
Proofread, format, and edit bid documents to ensure accuracy, professionalism, and compliance with RFP requirements.
Check for consistency in language, tone, and branding across all proposals and marketing materials.
Conduct pre-submission reviews to ensure proposals meet internal standards and client expectations.
Reporting and Post-Submission Activities
Track outcomes of submitted bids, recording wins, losses, and feedback for continuous improvement.
Assist in preparing post-submission reports, highlighting lessons learned and areas for improvement.
Support the Bid Manager in creating bid performance dashboards and maintaining records of all submitted proposals.
Administrative and Strategic Support
Maintain a central repository of bid templates, past proposals, and reference materials for easy access and reuse.
Support the Bid Manager with market research, competitor analysis, and strategy development.
Assist in drafting job descriptions and coordinating interviews for bid-related roles.
Technical Skills
Proficiency in MS Office Suite (Word, Excel, PowerPoint) and Adobe Acrobat.
Experience with project pipeline management tools or CRM systems is a plus.
Key Competencies
Strong organizational and time management skills.
Excellent communication and interpersonal abilities.
High attention to detail and ability to meet tight deadlines.
Collaborative mindset with a proactive approach to problem-solving.
The Bid Coordinator at Climatize supports the Bid Manager in ensuring the successful preparation, submission, and tracking of high-quality proposals.
This role involves managing the bid lifecycle, maintaining bid-related documentation, and assisting with prequalification and other business development tasks, while ensuring all submissions align with the company’s standards and sustainability-focused approach.
Key Accountabilities
Bid Management
Collaborate with the Bid Manager to create, manage, and deliver competitive proposals for sustainability-related projects.
Analyze Requests for Proposals (RFPs) to identify key requirements, compliance needs, and deliverables.
Develop proposal templates and ensure all submissions are formatted according to client and Climatize standards.
Coordinate inputs from internal teams, subconsultants, and external partners to meet proposal deadlines.
Track proposal progress, ensuring all documents and responses are submitted on time and to a high standard.
Pipeline Management and Opportunity Tracking
Log and track bid opportunities in the project pipeline, ensuring timely follow-up on submissions and deadlines.
Provide regular updates to the Bid Manager on the status of opportunities and assist in prioritizing bids.
Coordination and Communication
Act as the central point of communication for bid-related activities, ensuring alignment between technical, legal, and finance teams.
Schedule and manage bid-related meetings, preparing agendas, taking minutes, and following up on action items.
Facilitate clear communication with external partners and clients to gather required documents or clarify requirements.
Quality Control and Submission
Proofread, format, and edit bid documents to ensure accuracy, professionalism, and compliance with RFP requirements.
Check for consistency in language, tone, and branding across all proposals and marketing materials.
Conduct pre-submission reviews to ensure proposals meet internal standards and client expectations.
Reporting and Post-Submission Activities
Track outcomes of submitted bids, recording wins, losses, and feedback for continuous improvement.
Assist in preparing post-submission reports, highlighting lessons learned and areas for improvement.
Support the Bid Manager in creating bid performance dashboards and maintaining records of all submitted proposals.
Administrative and Strategic Support
Maintain a central repository of bid templates, past proposals, and reference materials for easy access and reuse.
Support the Bid Manager with market research, competitor analysis, and strategy development.
Assist in drafting job descriptions and coordinating interviews for bid-related roles.
Technical Skills
Proficiency in MS Office Suite (Word, Excel, PowerPoint) and Adobe Acrobat.
Experience with project pipeline management tools or CRM systems is a plus.
Key Competencies
Strong organizational and time management skills.
Excellent communication and interpersonal abilities.
High attention to detail and ability to meet tight deadlines.
Collaborative mindset with a proactive approach to problem-solving.
Job Requirements
Prequalification and Documentation
Prepare and update prequalification submissions, ensuring all company profiles, certifications, and relevant documents are current.
Maintain and organize Non-Disclosure Agreements (NDAs) for project engagements.
Regularly update and enhance project sheets, case studies, and reference materials to showcase the company’s expertise in sustainability.
Ensure all project sheets include accurate data on sustainability metrics, gross floor area (GFA), and design timelines.
Specific Requirements
Experience
3+ years of experience in bid coordination, proposal management, or a similar role.
Experience managing bids for large-scale projects in the GCC is an advantage.
Familiarity with sustainability-focused RFPs and tender processes is highly desirable.
Prepare and update prequalification submissions, ensuring all company profiles, certifications, and relevant documents are current.
Maintain and organize Non-Disclosure Agreements (NDAs) for project engagements.
Regularly update and enhance project sheets, case studies, and reference materials to showcase the company’s expertise in sustainability.
Ensure all project sheets include accurate data on sustainability metrics, gross floor area (GFA), and design timelines.
Specific Requirements
Experience
3+ years of experience in bid coordination, proposal management, or a similar role.
Experience managing bids for large-scale projects in the GCC is an advantage.
Familiarity with sustainability-focused RFPs and tender processes is highly desirable.
