Bid Coordinator/Document Controller

Job summary

Bid coordination

• Compile technical proposals, commercial offers, and supporting bid documents.
• Maintain schedules and milestones in Salesforce and tracking sheets; coordinate bid inquiries and information with internal and external stakeholders.
• Ensure bids follow client specifications and instructions, and submit packages electronically or in hard copy as directed.
• Track outcomes and post-bid correspondence, follow up on feedback, and maintain a bid library.
• Coordinate review and signature of purchase orders, contracts, and variation agreements after awards, and ensure client receipt.

Document control and reporting

• Register, track, distribute, store, retrieve, and version-control incoming and outgoing documents, including RFPs, RFQs, drawings, specifications, and correspondence.
• Maintain document logs, registers, databases, and secure electronic and physical storage.
• Prepare weekly bid-status and submission reports and monthly submitted-bid lists; maintain records and approvals for compliance.
• Keep Salesforce current and provide other reporting when requested.
• Prepare and submit pre-qualification, vendor, and META registrations when requested.

Qualifications

• Bachelor’s degree in Business Administration, Project Management, or a related field is preferred.
• Proven bid coordination and document-control experience; construction, engineering, or maintenance experience is preferred.
• Familiarity with UAE client bidding requirements, including ADNOC, EGA, DEWA, Borouge, or Fertil.
• Strong SAP Ariba knowledge and experience; understanding of bid processes and document-management principles.
• Proficiency with document-management systems, CRM software, and Microsoft Word, Excel, PowerPoint, and Outlook; CRM experience is a plus.
• Strong organization, time management, multitasking, attention to detail, communication, and ability to work independently and collaboratively.