Bid Coordinator

Job Description

As a Bid Coordinator, you will be responsible for managing and coordinating the preparation of high-quality tender submissions and bid proposals. Working closely with the estimating team, you will ensure that all tender documentation is accurate, well-presented, and meets the requirements of potential clients. A key aspect of this role involves using InDesign to create visually compelling and professional bid documents that reflect the company’s branding and quality standards. Additionally, you will be responsible for document control, ensuring all estimating documents are well-organised and easily accessible. You will also support tender enquiries, assisting with the distribution of documents to the supply chain and ensuring the timely receipt of quotations to support the estimating team.

Key Responsibilities

• • Bid & Tender Coordination: Lead the preparation, formatting, and submission of high-quality bid and tender documents, ensuring compliance with client requirements and deadlines.
  • Graphic Design & Document Presentation: Use Adobe InDesign to create visually appealing and professional bid documents, ensuring consistency in branding and layout.
  • Content Development: Collaborate with estimators, project managers, and other key stakeholders to gather, review, and refine bid content, ensuring clarity, accuracy, and persuasiveness.
  • Tender Document Management: Maintain and update a database of standard bid responses, case studies, project profiles, and company credentials to streamline the bid-writing process.
  • Compliance & Quality Assurance: Ensure all bid submissions adhere to company quality standards and client requirements, checking for grammatical accuracy, consistency, and completeness.
  • Stakeholder Communication: Liaise with internal teams and external partners to obtain necessary information and approvals for bid submissions.
  • Process Improvement: Identify and implement improvements in bid processes, templates, and presentation methods to enhance efficiency and effectiveness.
  • Estimating Document Control: Manage and organise estimating documents, ensuring all files are up-to-date and easily accessible.
  • Administrating the Estimating Server: Maintain structure and organisation within the estimating server, ensuring that files are stored correctly and outdated documents are archived appropriately.
  • Supply Chain Coordination: Support estimators in sending and receiving quotations from the supply chain, ensuring timely responses and accurate documentation.

Key Skills & Experience Required

• Proven experience in bid coordination, bid writing, or proposal management within the construction, engineering, or related industry.
• Proficiency in Adobe InDesign (essential) for the creation of visually appealing tender documents.
• Strong written communication skills, with the ability to craft persuasive and engaging bid responses.
• Excellent attention to detail and ability to proofread and edit bid documents effectively.
• Strong organisational skills, with the ability to manage multiple bids simultaneously and meet tight deadlines.
• Ability to work collaboratively with various teams, including estimating, project management, and marketing.
• Experience in using document management systems and Microsoft Office Suite (Word, Excel, PowerPoint).
• Knowledge of tendering processes and procurement requirements within the construction industry is highly desirable.

Why Join Us?

• Opportunity to play a key role in securing major projects and contributing to business growth.
• Collaborative and dynamic work environment with opportunities for professional development.
• Competitive salary and benefits package.
• Work with a company that values innovation, quality, and excellence in service delivery.

If you are a highly organised and detail-oriented individual with a passion for bid coordination and graphic design, we encourage you to apply.

How to Apply

Please submit your CV and a portfolio of relevant work, including examples of InDesign created bid documents by clicking on the ‘apply for job’ button below.