Bid & Project Coordinator

Overview

Bid & Project Coordinator

Project Operations Coordinator

• Coordinate project activities across internal teams, consultants, and stakeholders to support the timely delivery of project milestones.
• Maintain trackers, action logs, document registers, and coordination records to monitor deadlines, responsibilities, and deliverables.
• Prepare meeting agendas, minutes, progress updates, and action logs, ensuring clear ownership and timely follow-up.
• Manage project correspondence, submittals, drawings, reports, and document control processes to maintain accuracy and version control.
• Provide project leadership with coordination, administrative support, documentation, and communication throughout all project phases.

Bid Coordinator

• Coordinate the full bid submission process, ensuring proposals are compliant, professionally presented, and submitted within client deadlines.
• Review RFPs, tender documentation, submission criteria, and client requirements to ensure complete and compliant responses.
• Coordinate contributions from design, commercial, operations, leadership, and support teams to produce high-quality bid submissions.
• Prepare technical proposals, presentations, capability statements, and supporting documentation tailored to client requirements.
• Maintain bid trackers, monitoring deadlines, deliverables, outstanding actions, and submission progress.
• Support business development activities by coordinating meetings, tracking opportunities, maintaining bid pipelines, and following up on key actions.

Essential

• Minimum 3 years' experience in Bid Coordination, Project Coordination, or Document Control within the architecture, engineering, construction, or consultancy sector.
• Strong document control and version management experience.
• Excellent written and verbal communication skills with the ability to produce professional documentation.
• Advanced proficiency in Microsoft Word, Excel, and PowerPoint.
• Proven ability to coordinate multiple stakeholders and manage competing deadlines.
• Highly organised, detail-oriented, and able to perform effectively in a deadline-driven environment.

Desirable

• Experience using EDMS platforms such as Aconex, SharePoint, or Viewpoint.
• Knowledge of RFP and tender submission processes.
• Understanding of construction, engineering, or architectural project lifecycles.
• Experience supporting business development activities and CRM systems.
• Adobe InDesign or Creative Suite experience for proposal production.