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Key Responsibilities and Required Skills for Bid Coordinator

💰 $45,000 - $70,000

ProcurementBids & ProposalsSales SupportProject Management

🎯 Role Definition

The Bid Coordinator is the operational hub of the bid and tender lifecycle, responsible for coordinating, producing, and delivering compliant, compelling proposals and tender submissions. Working closely with sales, commercial, finance, technical subject matter experts, legal, and external partners, the Bid Coordinator drives the administrative, content, and compliance activities needed to convert opportunities into awarded contracts. This role requires meticulous document control, excellent written communication, strong project management, and the ability to work under tight, shifting deadlines while preserving high quality and auditability.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Proposal Assistant / Proposal Coordinator
  • Sales Support Specialist / Sales Administrator
  • Project Administrator / Contracts Administrator

Advancement To:

  • Senior Bid Coordinator
  • Bid Manager / Proposal Manager
  • Commercial Manager / Tender Manager

Lateral Moves:

  • Contracts Administrator
  • Procurement Analyst
  • Sales Operations / Client Solutions

Core Responsibilities

Primary Functions

  • Manage the end-to-end bid process for multiple concurrent opportunities, from opportunity capture and no‑bid/yes‑bid assessment through submission and post-award follow-up, ensuring deadlines are met and quality standards upheld.
  • Coordinate and maintain a centralized bid calendar and tender register, tracking milestones, key stakeholders, version history, submission windows, and mandatory deliverables to prevent missed deadlines and duplication of effort.
  • Lead and facilitate cross-functional bid kick-off meetings to establish win themes, resource requirements, risk registers, pricing timelines, and responsibilities, and distribute concise action logs and follow-ups.
  • Draft, edit, and proofread response content for RFPs, RFIs, ITTs and commercial proposals to ensure clarity, consistency, alignment to the customer’s evaluation criteria, and adherence to brand and messaging guidelines.
  • Develop and maintain proposal templates, standard content libraries, compliance matrices, and reusable technical/credibility statements to accelerate response production and drive consistency across submissions.
  • Build and maintain compliance matrices and bid checklists that map client requirements to proposal content, flag mandatory evidence, and quantify any gaps for stakeholder remediation before submission.
  • Coordinate pricing and commercial inputs with finance, sales and estimating teams, compiling pricing schedules, bill-of-materials, commercial assumptions, and margin analyses required for tender submission.
  • Manage document control and version management across all bid documents (Word, Excel, PowerPoint, PDFs), ensuring single-source truth, accurate filenames, tracked changes, and final sign-offs.
  • Prepare, collate and upload submission packages to e‑tendering portals (e.g., Ariba, MERX, BravoSolution) and client portals in required formats, ensuring compliance with file types, size limits and security requirements.
  • Perform rigorous quality assurance and compliance reviews (red-team / compliance checks) including proofreading, consistency checks, formatting validation and mandatory evidence verification prior to final submission.
  • Respond promptly to clarification requests and post-submission queries from clients and tender authorities, coordinating technical and commercial clarifications and managing addenda or amendments to submissions.
  • Monitor bid KPIs (win rate, on-time submission rate, average days to submit, cost-to-bid) and produce regular reports and insights for Bid Managers and Sales Leadership to inform process improvements.
  • Prepare executive summaries, bid abstracts and stakeholder-ready presentation decks that summarize value propositions, key differentiators, pricing highlights and risk mitigations for internal decision-making and external presentations.
  • Maintain and archive bid records, post-award documentation and lessons learned repositories to enable continuous improvement, auditability and rapid assembly of future submissions.
  • Support bid/no-bid evaluation by compiling intelligence on competitor activity, client procurement timelines, mandatory criteria and historical outcomes to inform strategic decisions and resource allocation.
  • Liaise proactively with legal and compliance teams to ensure contractual terms, certifications, declarations and regulatory requirements are included and acceptable prior to submission.
  • Coordinate site visits, client clarification meetings and internal dry‑runs (mock presentations or rehearsals) and capture action items, Q&A, and amendments required to strengthen the proposal.
  • Implement and enforce confidentiality, data protection and document access controls for bid materials, managing nondisclosure agreements (NDAs) and secure file sharing with external partners and subcontractors.
  • Manage relationships with external partners, joint-venture partners and subcontractors to gather credentials, statements of works, letters of intent, and technical input, ensuring timely delivery and contractual clarity.
  • Prepare post-tender debriefs and lessons learned, collecting feedback from stakeholders and clients to identify improvements in content, pricing, timing and process for subsequent bids.
  • Drive continuous improvement initiatives for bid processes and toolkit—introduce automation, macros, content tagging, and project templates to reduce turnaround time and reduce human error.
  • Escalate bid risks, resource conflicts and compliance gaps to Bid Manager/Commercial Lead in a timely manner, proposing mitigations and contingency plans to preserve submission integrity.
  • Support bid-related administrative tasks including scheduling reviewers, securing approvals and signatures, coordinating courier/email submissions and capturing proof of delivery or upload confirmations.

Secondary Functions

  • Maintain and enrich a centralized proposal content library and CRM tags to improve future searchability and reuse of proven content.
  • Produce ad-hoc bid analytics, dashboard snapshots and win/loss trend analysis to support leadership decisions and forecasting.
  • Assist in the development and delivery of bid training to new hires and cross-functional SME contributors on templates, process expectations and compliance standards.
  • Support pre-award capture activities such as competitive intelligence, customer mapping, and documentation of opportunity qualification evidence.
  • Collaborate with marketing to ensure case studies, references and credentials are up-to-date, properly formatted and approved for inclusion in tenders.

Required Skills & Competencies

Hard Skills (Technical)

  • Bid and tender management — end-to-end coordination of RFPs, RFIs, ITTs, and complex public or private procurement processes.
  • Proposal writing and technical writing — ability to craft clear, persuasive, and compliant answers to specification-based questions.
  • Document control and version management — strong mastery of track changes, version naming conventions and central repositories.
  • e‑Tendering portals and submission platforms — experience with common portals (Ariba, Proactis, MERX, BravoSolution, VendorPanel, Tenderlink).
  • Advanced Microsoft Office — Word (styles, templating), Excel (pricing models, pivot tables), PowerPoint (executive decks).
  • Pricing coordination and cost modeling — compiling cost inputs and translating into tender pricing schedules and assumptions.
  • Compliance matrix creation and use — mapping client requirements to proposal content and evidence.
  • CRM and content libraries — Salesforce, SharePoint, or other content management systems for storing proposal assets and client intel.
  • Basic contract and commercial literacy — understanding of key contractual terms, bonds, insurance and procurement requirements.
  • Data capture and reporting — experience preparing bid dashboards, win/loss reporting and bid register maintenance.

Soft Skills

  • Exceptional written and verbal communication with the ability to translate technical content into customer-focused language.
  • Strong organization and time management — able to prioritize competing deadlines across multiple bids.
  • Attention to detail and quality-focused mindset that prevents errors in high-stakes submissions.
  • Stakeholder management and diplomacy — effective at coordinating contributors across commercial, technical, legal and finance teams.
  • Problem solving and critical thinking — ability to interpret ambiguous requirements and propose compliant, pragmatic responses.
  • Resilience and stress tolerance — performs reliably under compressed deadlines and shifting scope.
  • Collaborative team player who can build alignment and accountability across distributed teams.
  • Initiative and continuous improvement orientation — proposes better ways to accelerate and improve bid outcomes.
  • Negotiation and influencing skills — to obtain timely inputs, approvals and buy-in from senior stakeholders.
  • Customer and market awareness — able to align proposals to client evaluation criteria and competitor positioning.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor’s degree OR equivalent practical experience in bid/proposal coordination, sales support, procurement or project administration.

Preferred Education:

  • Bachelor’s degree in Business Administration, Commerce, Engineering, Finance, Supply Chain, Marketing, Communications or related discipline.

Relevant Fields of Study:

  • Business Administration / Commerce
  • Engineering / Technical discipline
  • Finance / Accounting
  • Supply Chain / Procurement
  • Communications / English

Experience Requirements

Typical Experience Range:

  • 2–5 years of progressive experience supporting bids, proposals, or tender submissions in services, construction, engineering, IT or government procurement environments.

Preferred:

  • 3+ years in a bid coordination, proposal management or tender administration role with demonstrated success supporting medium- to large-scale opportunities and working with cross-functional teams. Experience in regulated or public sector procurement and familiarity with e-procurement portals is a strong plus.
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