Bid Coordinator Specialist

Job Description – Senior Bid Coordinator

Role Overview

We are looking for an experienced Senior Bid Coordinator to support and coordinate end-to-end proposal and bid submission activities for domestic and international opportunities. The candidate will be responsible for ensuring timely, compliant, and high-quality submissions while coordinating with cross-functional teams and supporting Bid Managers on complex pursuits.

Key Responsibilities:

The primary responsibilities will include:

• Production and delivery of compliant, professionally produced proposals within customer-defined timeframes.
• Coordination of proposal input from a variety of stakeholders, typically involving contributions from sales, solutioning, marketing, finance, commercial, legal, human resources, and project delivery teams.
• Coordination of administrative and qualifying evidence required by the customer.
• Ensuring proposal documents follow corporate branding guidelines, standard formatting, and quality standards.
• Administrative support to Bid Managers and Senior Bid Managers on large and complex proposal submissions.
• Support in building and maintaining internal knowledge management systems and proposal repositories.
• Manage proposal coordination activities for Requests for Proposal (RFPs), Requests for Quotations (RFQs), Expressions of Interest (EOIs), and tender submissions.
• Review bid documents and prepare compliance matrices, checklists, and submission plans.
• Track proposal timelines and support timely submission of proposals.
• Compile, format, proofread, and finalize proposal documents.
• Maintain curriculum vitae database, project sheets, templates, and standard proposal content.
• Ensure compliance with client requirements and internal quality standards.
• Support maintenance of sales pipeline reporting.
• Assist in improving proposal management processes and knowledge-sharing practices.

Required Skills

• Proficiency in MS Word, Excel, PowerPoint, and document formatting,
• Familiarity with tender portals and proposal management tools,
• Experience supporting bids for Indian Government entities including central, government, state government departments, and Public Sector Undertakings (PSUs),
• Knowledge of portals and e-bidding requirements in India,
• Strong proposal coordination and stakeholder management skills,
• Excellent written and verbal communication,
• Strong organizational and multitasking abilities,
• High attention to detail and ability to work under tight deadlines.

Educational Qualifications

• Bachelor’s degree in Business Administration, Management, Engineering, or related field.

Experience Requirements

• 6–9 years of experience in proposal coordination or bid support, preferably in a consulting or professional services environment.
• Understanding of public-sector procurement processes.
• Experience supporting proposal submissions for consulting, infrastructure, sustainability, urban development, or professional services projects is desirable.
• Experience supporting medium to large proposal submissions is an advantage.

What you’ll need to succeed:

• Accuracy and attention to detail,
• Capable of making decisions and understanding the impact of those decisions on stakeholders,
• Able to apply logic and reasoning to solve complex problems, identify potential issues and make recommendations for resolution,
• Ability to analyse information and make sound observations and recommendations quickly,
• Able to appropriately challenge the status quo to ensure the best solution is developed in response to client requirements and the agreed bid strategy,
• Highly developed persuasiveness skills,
• Resourceful and able to solve problems independently and in collaboration with other team members,
• Flexibility and willingness to provide support when it is required,
• Resilience and ability to work within short timescales,
• Curiosity and willingness to learn,
• Excellent communication skills (written and oral), and a proven ability to collaborate with individuals and teams,
• Team player with strong interpersonal skills,
• Outstanding ability to work with people at all levels, including senior executives.

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