Location: UAE
Reports to: Bid Manager
Department: Administration / Business Development
Overview:
We are seeking a proactive and detail-oriented Bids Coordinator to support our bids team in delivering high-quality, timely proposals across the region. This role suits a results-driven self-starter with excellent communication skills, strong intuition, and the ability to work independently under tight deadlines. Prior bid process experience is preferred, ideally within the construction, engineering, or Fire & Life Safety sectors.
Roles and Responsibilities:
- Support the full bid lifecycle: prospect tracking, qualification, preparation, submission, and follow-up.
- Coordinate inputs from technical, commercial, legal, and finance teams to ensure complete, compliant proposals
- Assist in preparing tailored proposal responses, including project summaries, compliance statements, prequalification documents, vendor registrations, NDA’s and resource schedules.
- Maintain bid trackers, archives, templates, and CRM systems.
- Manage vendor prequalification processes and online portal registrations.
- Ensure submissions meet client instructions, internal QA/QC standards, and QMS procedures.
- Liaise with clients and internal teams to keep bid progress on track and resolve bottlenecks.
- Assist with digital marketing content, BD meetings, and client engagement activities.
- Archive closed/lost proposals and maintain accurate records.
Requirements:
Essential:
- Bachelor’s degree in Business Administration, Communications, Engineering, or related field.
- 3–5 years’ experience in bids/proposals, preferably in the UAE/KSA markets.
- Strong knowledge of procurement processes, vendor registration, and e-portals.
- Excellent English communication skills (Arabic is a plus).
- Proficiency in MS Office, Adobe PDF, and CRM/bid management tools.
- Ability to manage multiple bids simultaneously under pressure with high attention to detail.
Preferred:
- Experience in Fire & Life Safety, engineering consultancy, or construction sectors.
- Familiarity with pricing structures and basic contract/invoice reviews.
- Creative flair for proposal design/layout (InDesign or similar).
- Professional, diplomatic approach with strong stakeholder coordination skills.
Benefits:
- Competitive salary and benefits package.
- Work closely with industry experts on high-profile regional projects.
- Exposure to strategic BD activities and decision-making processes.
- Opportunities for career growth and professional development.
- Inclusive and collaborative team culture.
- Involvement in innovative, efficiency-driven process improvements.