Bid Coordinator

Key Responsibilities

• **Bid Management & Coordination:**
• Coordinate and manage the preparation of bid proposals and tenders from start to finish.
• Review tender documents to understand the client’s requirements, scope of work, and deadlines.
• Work closely with internal teams to gather necessary information for bid submissions.
• Ensure all tender submissions are complete, accurate, and meet client specifications and deadlines.
• Prepare, organize, and compile bid documentation, including proposals, drawings, and pricing information.
• **Client Liaison:**
• Communicate effectively with clients and stakeholders to clarify bid requirements and project details.
• Ensure that all client communications during the bidding process are managed professionally and promptly.
• Assist in responding to client queries and provide timely updates regarding the bid status.
• **Document Control & Filing:**
• Maintain an organized filing system for all bid-related documents, including contracts, specifications, and correspondence.
• Ensure that bid documents are stored, archived, and easily retrievable for future reference.
• Monitor and update bid trackers to track the progress of submissions and deadlines.
• **Cost Estimation & Quotation Preparation:**
• Collaborate with the estimating team to gather cost information and prepare pricing for bids and proposals.
• Assist in creating accurate and competitive quotations, ensuring all costs (materials, labor, etc.) are included.
• **Bid Submissions & Follow-Up:**
• Ensure that all bids and proposals are submitted on time and in the required format (digital or hard copy).
• Monitor the progress of submitted bids, following up with clients as needed to ensure that the process is moving forward.
• Assist in preparing presentations for client meetings, including bid clarifications or negotiations.

Required Skills & Qualifications

• **Education:**
• Bachelor’s degree in business, Construction Management, Interior Design, Architecture, or a related field (preferred).
• **Experience:**
• Minimum of 3 years of experience in bid coordination, sales coordination, or a similar role, preferably within the interior fit-out, construction, or architecture sectors.
• Familiarity with the tendering process in the interior fit-out industry.
• **Skills:**
• Strong organizational skills and attention to detail, with the ability to manage multiple projects and deadlines simultaneously.
• Excellent written and verbal communication skills, with the ability to draft and edit documents clearly and professionally.
• Ability to collaborate effectively with cross-functional teams, including design, estimating, and procurement departments.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and other bid management tools.
• Knowledge of interior fit-out project specifications and terminology is an advantage.

Job Type: Full-time