Bid Coordinator at GIBB Engineering and Architecture

ROLES AND RESPONSIBILITIES
Bid Opportunity Search and Monitoring

• Support the identification and monitoring of relevant bid and tender opportunities across approved tender portals, client websites and procurement platforms.
• Conduct regular searches for opportunities aligned to GIBB's sectors, capabilities and areas of operation.
• Monitor opportunities for new, amended and cancelled tenders and maintain accurate opportunity information.
• Capture and maintain key tender information, including client, scope, closing dates and requirements.
• Download and maintain tender documentation and supporting information.
• Escalate potentially relevant opportunities to the Bid Office Lead for review.

Bid Coordination and Submission Management

• Coordinate assigned bids from receipt of tender documentation through to final submission.
• Review tender, RFQ and RFP documentation and identify key requirements, deliverables, returnables and deadlines.
• Develop and maintain bid action lists, timelines and submission programmes.
• Coordinate technical, commercial, company and administrative inputs from relevant stakeholders.
• Monitor progress, follow up outstanding inputs and escalate delays or risks.
• Coordinate internal reviews, amendments and finalisation of submissions.
• Coordinate electronic and physical submission requirements and maintain submission records.
• Bid Compliance and Quality Assurance
• Review bid documentation against mandatory requirements and submission conditions.
• Maintain compliance checklists and monitor outstanding requirements.
• Check submissions for completeness, accuracy, consistency and professional presentation.
• Identify and escalate compliance gaps, risks or inconsistencies.
• Assist with final bid quality checks prior to submission.
• Bid Documentation and Presentation
• Prepare, format and compile professional bid documentation, including methodologies, CVs, project sheets, schedules, presentations and supporting documentation.
• Apply approved templates and document standards to ensure consistency and professional presentation.
• Assist with the layout and presentation of tables, diagrams, process flows, organograms and other visual bid content.
• Work with Marketing where specialist design, branding or communication support is required.

Bid Information, Tracking and Process Improvement

• Maintain accurate and up-to-date bid trackers, action logs, compliance records and submission information.
• Maintain organised electronic bid files and document control.
• Provide accurate bid information to support Bid Office tracking and reporting.
• Assist with maintaining bid templates, checklists and standard documentation.
• Identify opportunities to improve bid coordination, document quality, tracking and overall Bid Management processes.
• Participate in bid debriefs and lessons-learned activities.

Requirements

QUALIFICATION AND EXPERIENCE:

• Diploma or Bachelor’s Degree in Supply Chain Management, Logistics, Procurement, Business Administration, Commerce or a related field.
• Relevant qualification combined with appropriate bid, or procurement experience will be considered.
• Additional tender, procurement or supply chain training/certification will be advantageous.
• Training or demonstrated capability in document design, visual communication or presentation design will be advantageous.

CORE COMPETENCIES:

• Bid and tender coordination
• Strong planning, organisation and attention to detail.
• Stakeholder coordination and follow-up.
• Ability to manage multiple priorities and strict deadlines.
• Bid compliance and document quality control.
• Strong written and verbal communication.
• Professional document preparation and visual presentation.
• Ability to identify gaps, inconsistencies and potential risks.
• Proactive problem-solving and strong follow-through.
• Microsoft Office proficiency, particularly Word, Excel and PowerPoint.

ADDITIONAL COMPETENCIES:

• Bid and proposal preparation.
• Bid portal and opportunity search capability.
• Document design and visual communication.
• Document control and information management.
• Process improvement.
• Ability to work independently and as part of a multidisciplinary team.